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Manager, Planning & Administrative Services

Work Location : Washington, District Of Columbia, US

date_range 02-Sep-2021

access_time Full Time

Job Description

The Manager, Planning and Administrative Services for the Walter E. Washington Convention Center (“Center”) is a highly responsible professional with the ability to manage critical functions in support of public safety operations within the Center.  The Manager, Planning and Administrative Services must have the ability to deliver quality service in support of the following programs and procedures:

  • Administrative Assistant Oversight
  • Automatic External Defibrillator Coordination
  • Command Post Oversight
  • Guest Movement Planning
  • Locker Room Administration
  • Medical Provider Coordination
  • Records Management
  • Support Staff Mobilization
  • Uniform Inventory and Maintenance

Skills

SKILLS, KNOWLEDGE AND ABILITIES

  • Ability to remain calm during periods of tension and stress while carrying out assigned duties
  • Ability to work collaboratively with others to develop public safety plans
  • Ability to lead and motivate subordinates through the use of effective interpersonal communication skills
  • Ability to develop and execute budget within established parameters
  • Ability to train and develop subordinates
  • Knowledge of the meeting, convention, exposition and/or hospitality industry.
  • Understanding of the principles of workplace safety and health, and risk management.
  • Knowledge of safety-related regulatory requirements (i.e., OSHA, DOT, EPA).
  • Familiarity with District of Columbia Workers’ Compensation laws.
  • Ability to prepare and analyze data.
  • Excellent problem solving and customer relations skills.
  • Ability to prepare accurate and concise reports.
  • Ability to express ideas and convey information effectively, both orally and in writing.
  • Ability to work a flexible schedule, including days, evenings, nights, weekends and holidays.
  • Ability to logically organize information using spreadsheets (e.g., Microsoft EXCEL) or Microsoft organizational tables

 ADA ESSENTIAL FUNCTIONS

  • Ability to read and write instructions, directions, letters, memos, floor plans, and other written materials.
  • Ability to converse orally and utilize standard telephones and two-way radios to receive and communicate information to staff and customers.
  • Ability to walk extended distances and climb stairs to access the interior and environs of the Center.

Responsibilities

Administrative Assistant Oversight

  • Directly supervises the Public Safety Division’s Administrative Assistant
  • Assigns projects and other duties not already delineated in the Position Description
  • Coordinates and prioritizes, as appropriate, requests by Public Safety Division managers of the Administrative Assistant
  • Evaluates the Administrative Assistant consistent with the Performance Management Program

Automatic External Defibrillator (AED) Maintenance

  • Inspects Convention Center Automatic External Defibrillators (AED) to ensure they are in good working order
  • Procures batteries, pads, etc. to ensure the AEDs are ready for use
  • Recommends upgrades or modifications to the AED Program, as appropriate
  • Maps AED locations and provides same to Public Safety and first responders, as appropriate
  • Ensures the Convention Center AED Program remains in compliance with District of Columbia regulations, as evidenced by receipt of formal certification
  • Liaises with the medical oversight contractor

Command Post Oversight

  • Coordinates maintenance of Command Post Systems, ensuring they are operational and ready for use
  • Coordinates cleaning of the Command Post
  • Coordinates the installation and replenishment of supplies for the Command Post
  • Coordinates the schedule of personnel assigned to operate the Command Post and provides appropriate briefing materials

Guest Movement Planning

  • Reviews event details and develops plans to optimize the efficient flow of guests
  • Creates plans to deconflict multiple guest flows between events or conference components
  • Coordinates with key internal and external stakeholders to understand event details
  • Coordinates with key internal and external stakeholders regarding execution of Guest Movement Plans
  • Coordinates with key internal and external stakeholders regarding credentials and other access control measures (e.g., tickets, passes, etc.)
  • Coordinates with Meeting Services, Facility Operations and others regarding deployment of control devices (e.g., rope and stanchion, bicycle rack, etc.) and the management of guest flow vehicles (e.g., elevator restrictions, escalator directions, etc.)
  • Participates in after-action/post-event debriefs in which plan success and lessons learned are discussed and evaluated; records recommendations for future consideration and implementation

Locker Room Administration

  • Maintain records of all lockers available for issuance in the North Building Men’s and Women’s Locker Rooms
  • Separately maintain records of all lockers issued in the North Building Men’s and Women’s Locker Rooms
  • Maintain records of lock combinations in the North Building Men’s and Women’s Locker Rooms
  • Ensure combinations are changed and lockers are cleaned prior re-issuance
  • Coordinate with Security Services, Human Resources, and locker assignee leadership when personal belongings must be removed and inventoried post separation
  • Ensure Events DC rules and other locker room-specific documents are created, updated, delivered and/or posted as required

Medical Provider Coordination

  • Reviews and approves contract first aid operations
  • Conducts routine inspections and audits to assess safety and health risks associated with equipment, materials, processes, or facilities.
  • Develops a strategic safety plan to identify and mitigate hazards that may contribute to accidents, illnesses or injuries, and includes all major safety program elements with tactical plans for implementation and administration.
  • Coordinates incident investigations and root cause analysis and documentation.
  • Manages tactical post-accident claims program, including accident investigation, prompt claim reporting, medical provider interface, claims review and a modified duty/return to work program.
  • Makes recommendations for eliminating or reducing potential financial losses and in the design and implementation of financial loss prevention and safety training programs.
  • Provides training for managers and employees to recognize hazards and perform their jobs safely and effectively.
  • Develops and implements policies and procedures for the use of Convention Center vehicles.

Records Management

  • Serves as the central point of contact for the retrieval, review and release of reports generated by Public Safety personnel
  • Works collaboratively with the Deputy General Counsel to develop protocols for release of reports
  • Develops and recommends revisions to records management standard operating procedures
  • Prepares statistical reports

Support Staff Mobilization

  • Identifies large or complex events (e.g., the Auto Show, President’s Dinner, etc.) requiring the mobilization of WCCA staff in support of the Guest Services’ efforts
  • Identifies times of greatest need
  • Prepares staff through briefings and the sharing of critical information
  • Participates in post-event debrief with staff to identify lessons learned, etc.

Uniform Inventory and Maintenance

  • Reviews the inventory of uniform apparel for wear by uniformed personnel, ensuring adequacy
  • Coordinates replacement of outdated, unserviceable or discontinued uniform items
  • Coordinates the collection and servicing of uniforms, as appropriate
  • Ensures adequacy of purchasing vehicles to facilitate in compliance with contract the procurement of uniform items
  • Recommends modifications to distribution procedures and other protocols related to the issuance, maintenance and upkeep of uniform items

Other Duties

  • Coordinate the purchase of florals for the Guest Services desk
  • May lead teams tasked with accomplishing specific assignments
  • Performs a variety of related tasks and special projects as assigned by the Director, Public Safety
  • Develops annual activity plans; sets priorities; formulates budget requests; and monitors expenditures
  • Support Services Department budget management

Qualifications

MINIMUM QUALIFICATIONS

  • Five (5) years of experience in operational activities in the convention, exposition or hotel industry with significant project management duties, including experience in establishing administrative systems to facilitate improved organization operations; and/or experience in safety program management, including the development and implementation of safety and accident prevention programs.
  • Any equivalent combination of related experience, training, and/or education.

DESIRABLE QUALIFICATIONS

  • Bachelor's degree from an accredited college or university with major coursework in Industrial Safety and Hygiene, Safety Science, Business or Public Administration, Project Management, Hospitality or related field.

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