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Job Description

PROTOCOL PROGRAM ADMINISTRATOR

(Non-classified)

JOB CODE 06250

Effective Date:	Rev. 03/07N

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to implement the policies, goals, and programs of the Phoenix Sister Cities Commission. Duties include supervising professional and paraprofessional staff and supporting the Commission's Board of Directors and Executive Committee, which consists of business, government, education, non-profit, and civic leaders in the Valley. Work involves developing and implementing plans to enhance Phoenix's international presence through numerous exchange programs and events. Activities sponsored by the Commission provide opportunities for municipal leaders, the business community, and local citizens to meet their international counterparts and make cultural, social, educational and economic connections. Incumbents of this class also work with the Mayor, Council, and City Manager's Offices to represent the City at various diplomatic functions and ceremonies. The Administrator reports to a Deputy City Manager who bases performance on results achieved.

ESSENTIAL FUNCTIONS:

• Supervises professional and paraprofessional staff and ensures adequate support for the Commission;
• Translates goals, objectives, and policies of the Phoenix Sister Cities Commission into workable plans, programs, projects, and activities;
• Manages a variety of economic, educational, and cultural exchange programs to develop international relationships;
• Ensures proper coordination of all Commission meetings and committee work;
• Serves as Chief of Protocol for the City of Phoenix, and represents the City at the request of the Mayor, City Council, and City Management;
• Directs the development of briefings and updates on the social, political, and economic issues of relevance to particular delegations;
• Directs the development of press releases and promotional materials;
• Reviews and responds to various action and information requests from the Mayor, City Council, and City Management;
• Meets with and develops working relationships with the corporate community and partner organizations;
• Develops and implements fundraising plans in cooperation with the Commission;
• Prepares the annual operating budget in cooperation with the Commission's Finance Committee;
• Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service.

Required Knowledge, Skills and Abilities:

Knowledge of:

• Modern management methods, long-range planning, and supervisory techniques.
• Cross-cultural protocol and diplomacy.
• Interpersonal techniques in dealing with unique groups and sensitive circumstances.
• Public-private partnerships and fund raising techniques.
• International exchange programs.

Ability to:

• Perform a broad range of supervisory responsibilities over others.
• Organize and manage an office, budget, and staff.
• Communicate orally in the English language with customers, clients, and the public by telephone or in a face-to-face one-to-one or group setting.
• Work in stressful situations in unfamiliar settings.
• Comprehend and make inferences from written material.
• Learn job related material primarily through oral instruction and observation.
• Produce written documents in the English language with clearly organized thoughts using proper sentence construction, punctuation, and grammar.
• Review or check the work products of others to ensure conformance to standards.
• Work cooperatively with business, government, education, non-profit, and civic leaders in implementing programs and services.
• Work safely without presenting a direct threat to self or others.

Additional Requirements:

• This position will require the performance of other essential and marginal functions depending upon work assignment, location, or shift.
• Some positions require the use of personal or City vehicles on City business. Individuals must be physically capable of operating the vehicles safely, possess a valid driver's license and have an acceptable driving record. Use of a personal vehicle for City business will be prohibited if the employee is not authorized to drive a City vehicle or if the employee does not have personal insurance coverage.

ACCEPTABLE EXPERIENCE AND TRAINING:
Four years of experience working with government or private non-profit boards or commissions in a leadership or a policy advisory position relating to international or cultural exchange issues, and a bachelor's degree in business administration, public administration or a related field. Other combinations of experience and education which meet the minimum qualifications may be substituted.