Job Description

Requisition ID: 36694

Company Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents. Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.
Main Purpose and Function The Operations Manager, Filming & Special Events provides leadership for safe and successful use of Vancouver Park Board (Park Board) spaces and/or leased facilities by the motion picture filming industry, special event sector, and other users of park space. This position is responsible for determining the feasibility and execution of over 1,700 motion picture filming, special events and other activations annually, ensuring compliance with multi-departmental bylaws and regulations, tracking and reporting critical financial and statistical data, and providing recommendations on emerging issues, trends and policy development.
The Operations Manager, Filming & Special Events oversees a team that provides high quality service to the filming and special event industries, and maintains strong relationships with Park Board Special Event & Filming business unit clients, businesses, residents and other stakeholders.
Specific Duties/Responsibilities Administration and Operations Management

• Makes decisions on the feasibility and approval of motion picture filming productions, special events and other activations, and advises senior leadership and key stakeholders of emerging issues/risks; provides recommendations and/or analysis when required
• Reviews traffic, risk and communication plans and mediates conflicts between film production companies, special event producers and community stakeholders
• Conducts risk assessments that may have safety, political, reputational, financial or legal implications; works with partners to execute risk assessments, develop forecasts and mitigation plans, and provide recommendations to senior leadership
• Provides consultation and advice to clients and emerging programs of events and/or film productions and determines if the event will be permitted
• Ensures the safe and proper execution of filming productions, special events and other activations; when required, chairs or co-chairs Festival Expediting Staff Team (FEST) meetings for events proposing significant impact to park users, residents, businesses and/or other stakeholders; acts as the key conduit for the brokering of information and provides oversight and review of event plans and programming
• Negotiates service charges and oversees and manages outstanding invoices, accounts receivable and accounts payable; approves purchase requests for equipment and resources within the allocated budget
• Organizes post-event and film production debriefs; implements approved adjustments and leads interdepartmental teams to resolve related issues
• Responsible for business unit service quality by establishing and maintaining constructive relationships with clients, residents, businesses and other stakeholders to ensure client satisfaction; establishes performance metrics and surveys to record and improve customer satisfaction levels and inform business decisions; completes quarterly KPI and performance reporting and analysis
• Participates and provides expertise to internal and external advisory panels, working groups and committees; liaises with business and neighbourhood associations and communicates with other jurisdictions on aligned practices and procedures to improve business unit practices and procedures
• Participates in the development of Park Board and City of Vancouver land use and public space policies and plans; represent the needs of the event and film community in the short, medium, and long term
• Leads the development and documentation of administrative processes and coordinates implementation of new organizational systems and processes to improve efficiencies on behalf of the business unit
• Develops data tracking and analysis tools to support planning for the business unit and reporting to senior leadership and the elected Board of Commissioners (Board)
• Leads development of business unit budget to support financial objectives and meet performance targets
• Establishes business unit priorities and regularly monitors, responds to, and makes adjustments to operations to achieve budget targets
• Identifies and informs revisions to Park Board policies, practices, procedures and fees; able to execute consultation with relevant stakeholders and present case to senior leadership and Board as required
• Monitors industry best practices and engages with local, national and international event and permitting offices to improve and implement new service models and permitting processes
• Monitors and forecasts trends in the event and film industry sector; positions the Park Board, through policies and procedures, to accommodate change in a timely and effective manner
• Prepares and presents reports and presentations with recommendations to senior leadership, the Board and stakeholders in written form and in person
• Provides on-call and after hours stakeholder support for emergent issues and activities
• Makes decisions in the absence of the Manager, Business Development
• Other duties and responsibilities as assigned

Staff Leadership and Management

• Provides leadership and guidance to the Special Events & Filming business unit, including hiring, assigning responsibilities, coaching, mentoring, training and development, performance and attendance management, discipline (up to and including termination) and labour relations
• Provides on-going review and decision-making concerning staffing levels, employee engagement and performance feedback
• Ensures adherence to fair and consistent processes in alignment with the collective agreement
• Fosters an environment of teamwork and engagement by monitoring and promoting a safe and respectful workplace
• Conducts safety orientations, attends training sessions and meets with OH&S to draft policy as required
• Develops, implements, and monitors quality control processes, procedures and service models
• Works closely with directors, managers and staff to identify areas of opportunity, develop strategies and implement plans to enhance business unit performance
• Other duties/responsibilities as assigned

Minimum Qualification Requirements Education and Experience

• Post-secondary degree or professional designation in business, event or project management plus related experience in permitting, location management or event management, or an equivalent combination of education, training and experience
• Minimum of 5 years demonstrated success leading effective teams, and developing, implementing and managing projects and programs in a complex government environment
• Experience in stakeholder management, communications, risk assessment and mitigation
• Experience in policy, regulatory frameworks and contract review
• Training or experience in project delivery, process improvement and change management an asset
• Background in customer service and/or hospitality industry is an asset

Knowledge, Skills and Abilities

• Thorough knowledge of Park Board and City of Vancouver departmental roles and responsibilities, including Vancouver Police Department and Vancouver Fire Rescue Services, as well as provincial and federal legislation and policies related to the field
• Considerable knowledge of management principles, policies and practices, including recruitment and selection, leadership, performance and attendance management
• Considerable knowledge and use of standard office applications (MS Office) and enterprise systems (SAP, ActiveNet)
• Sound knowledge of risk assessment and risk management processes
• Sound knowledge of general finance, budget management, and budget processes and practices
• Sound knowledge and application of best practices, guidelines and policy related to special event and film activities
• Experience and commitment to the provision of high quality customer service
• Leadership skills with the ability to motivate, engage and inspire staff
• Relationship management skills; ability to develop and maintain positive, productive relationships at all levels in the organization, with external clients, and with business and community stakeholders; able to mentor and guide inexperienced clients through municipal processes
• Time management skills with the ability to successfully manage numerous projects with competing schedules and resources; able to effectively prioritize actions in response to numerous and diverse demands
• Strong conflict resolution, facilitation and mediation skills; demonstrates flexibility, anticipates and effectively deals with issues; identifies and implements creative, effective and fair solutions
• Oral and written communication skills; ability to communicate with tact and diplomacy
• Data analysis and reporting skills
• Ability to develop project schedules and manage milestones and delivery
• Ability to identify opportunities to enhance efficiencies and services
• Ability to prepare and present reports and presentations, including recommendations, to Park Board senior leadership, elected Board and stakeholder groups in written form and in person
• Class 5 driver's license required; the license must not include any restrictions that would limit the ability to legally and safely carry out job responsibilities

The City of Vancouver has a COVID-19 Mandatory Vaccination Policy. All external applicants applying to the City of Vancouver are required to be fully vaccinated as a condition of hire and subject to this policy as a condition of ongoing employment. Candidates may only be exempted from this requirement if they request and are approved for an accommodation based on a reason related to a Human Rights Code ground (such as disability). Such a request must be made during, not after, the recruitment process.
Business Unit/Department: Vancouver Park Board Affiliation: Exempt Employment Type: Regular Full Time Position Start Date: 10/01/2022 Position End Date: Salary Information: Pay Grade RNG-080: $89,283 to $111,609 per year
Application Close: September 7, 2022 At the City of Vancouver, we are committed to recruiting a diverse workforce that represents the community we so proudly serve. Indigenous applicants, people of colour, all genders, 2SLGBTQ+ and persons with disabilities are encouraged to apply. Accommodations will be provided upon request during the selection process. Learn more about our commitment to diversity and inclusion.
Before you click Apply now Once you start your application you can save your work and leave the applications page, however please remember to submit your profile to the specific job requisition before the posting closing date. In addition to uploading your cover letter and resume, part of the application process may include answering application questions related to the preferred requirements of the role which may take approx.. 5-10mins. Cover letters should express interest and highlight additional information relevant to the position and resumes should include a tailored summary of skills and experience related to the position.