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Job Description

ASSISTANT PROTOCOL PROGRAM ADMINISTRATOR

(Non-classified)

JOB CODE 06270

Effective Date:	07/05N

DISTINGUISHING FEATURES OF THE CLASS:

The fundamental reason this classification exists is to assist the Protocol Program Administrator in developing and implementing projects, activities, events, and exchanges related to Phoenix Sister Cities and Office of Protocol programs. Work involves supervising office staff and preparing budgets and annual planning documents. Responsibilities include staffing a variety of Phoenix Sister City committees, and planning and organizing the more sensitive and complex events, delegation activities, and international trips and exchanges. In the absence of the Administrator, the incumbent acts on matters for which authority has been delegated, including decision making to ensure operational efficiency of the office. Direct supervision is exercised over a Management Assistant I. The incumbent works under the supervision of the Protocol Program Administrator, and work is evaluated on the basis of conferences, written reports, and results achieved.

ESSENTIAL FUNCTIONS:

• Interacts with Phoenix Sister City Commission members and City staff in conceiving, developing, and implementing Sister City exchanges, projects, activities and events, including programming and budget requirements;
• Supervises professional staff and acts for the Protocol Program Administrator in his/her absence;
• Assists the Administrator in developing a program year budget and master calendar;
• Provides staff support to a variety of committees, including developing agendas, researching items, serving as a communication liaison, and providing protocol guidance and direction to members;
• Interacts and communicates with international delegations relating to social, political, and economic issues of relevance to the particular delegation;
• Coordinates logistics, programs, and events related to hosting international delegations and exchanges;
• Writes and edits speeches and remarks for elected officials and Commission leadership;
• Provide protocol guidance and direction to elected officials, City departments, and Commission members and committees;
• Prepares reports, articles, and marketing materials for award entries, grants, briefing books, delegation packets, and other promotional media;
• Prepares budgets, secures sponsorships, and identify cost saving measures for a variety of events and activities;
• 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:

• Principles and practices of supervision.
• Cross-cultural protocol and diplomacy.
• Interpersonal techniques in dealing with unique groups and sensitive circumstances.
• Public-private partnerships and fund raising techniques.

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:

• 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.
• This position will require the performance of other marginal functions.

ACCEPTABLE EXPERIENCE AND TRAINING:
Three years of experience working with boards and commissions, protocol activities, or international affairs or exchange programs at a professional staff level, plus a bachelor's degree in business, political science, communications, or public administration. Other combinations of education and experience that meet the minimum requirements may be substituted.