Special Events Patrol Program Manager

Job description

Special Events Patrol Program Manager

Stanford University

Job Number:

Job Purpose
Provide program coordination and management functions to the Special Events Patrol Program working under minimal supervision. The incumbent will provide advanced, diversified coordination and support to the Special Events Patrol program with areas of focus including hiring/retention, onboarding and training, as well as oversight and coordination of scheduling and event staffing activities. Work is performed autonomously, without specific instructions or prescribed procedures, requiring the ability to exercise discretion and judgment regarding matters of significance.

Position Description
The Special Events Patrol Program Manager (SEP Program Manager) is responsible for development and oversight of the Special Events Patrol Program within the Stanford Department of Public Safety (SUDPS). Responsibilities include but are not limited to implementing hiring and retention practices designed to ensure an adequate workforce of casual security personnel to staff events and short term security details on campus; development of an onboarding training and orientation session as well as ongoing training and in-service that provide SEPs with the skills and tools necessary to be successful in addition to providing development opportunities for Public Safety casual employees; and coordinating the intake and fulfillment of event security requests requiring Special Event Patrol officers. The incumbent will also provide direction, oversight and supervision of an administrative support person who will directly handle SEP scheduling, payroll processing and other administrative tasks related to the SEP program.

The SEP Program Manager will work closely with other members of the Events unit as well as with members of other departmental units in order to ensure the success of the SEP program as well as the success of event security planning from the initial intake through the post-event follow up processes.

The successful incumbent must be able to manage multiple priorities simultaneously; balance a demanding workload independently; plan for future event security program needs; play a key role in proactively preparing for upcoming events; and be willing to actively participate in event management by performing a variety of roles, depending on the type of assistance that is needed. The SEP program Manager will be provided with a department-issued cell phone and will be required to be available by phone during non-scheduled work hours in order to resolve critical issues with casual employees.

All benefits-eligible members of the Stanford Department of Public Safety are considered essential (or required) university personnel for purposes of managing emergencies and critical incidents impacting significant portions of the campus. As such, all benefits-eligible DPS personnel are expected to respond to campus during a major emergency. Additionally, in conjunction with other DPS personnel, the SEP Program Manager may be responsible for implementing ICS during large scale and/or high profile special events and critical incidents. Additionally, the SEP Program Manager plays a key role in the special events response efforts. These responsibilities may require the incumbent to work nights and weekends, sometimes with little advanced notice.

Essential Job Responsibilities
Duties may include, but are not limited, to the following:

Special Events Patrol Program Management (60%)

  • Continually review SEP program processes and practices in order to develop and implement program changes designed to increase efficiency, improve the quality of services provided, improve communication and increase employee job satisfaction. Utilize various tools including employee and client surveys, personal observation, research on other practices to obtain feedback and ideas for programmatic improvements.
  • Collaborate with department recruitment and personnel program managers to deploy hiring practices that will attract qualified applicants to the SEP program including the Student SEP program which focuses on hiring Stanford student SEPs. This may include revising/re-designing oral board questions, SEP program flyers, attending and/or developing career/job fair outreach efforts, etc.
  • Develop a robust onboarding training for new SEPs to include training in areas of importance for new employees. Ensure that a new SEP has adequate initial training and “shadow” opportunities prior to being assigned to a solo assignment. Ensure a smooth transition for the applicant from initial stages through the complete hiring process to independent work assignments.
  • Work closely with SUDPS Personnel and Training manager to design and implement a training program for annual, specialty and ongoing training needs of the SEP program.
  • Capture all training information on appropriate documentation and ensure that SEP employee training files are updated to ensure compliance with applicable standards.
  • Supervise/oversee administrative associate assigned to perform SEP scheduling, daily roster preparation, payroll processing and administrative tasks associated with event planning.
  • Remain familiar with training and skillset of individual SEPs and understand the type of details the SEPs will be assigned to; provide training to the admin, monitor scheduling activities to ensure casual employee annual hours are managed and that employees are scheduled in accordance with department policy and best practice.
  • In collaboration with the Personnel and Training program manager, develop assessment and evaluation tools to be implemented with SEPs. Incorporate evaluative feedback on individual SEP performance as provided by Civilian Supervisors and other field personnel into future scheduling assignments.
  • Address performance issues related to attendance/reliability, grooming, honesty/integrity, etc. Collaborate with DPS human resources/Personnel and Training program manager to ensure SEP performance issues are properly documented and that any potential disciplinary issues are addressed.
  • Prepare monthly or other periodic reports documenting event security data, SEP scheduling and assignment trends, etc. This information may be utilized during annual budget presentations and/or monthly unit summary reports.
  • Review and approve bi-monthly SEP payroll entries processed by the administrative associate assigned to the SEP program; ensure that hours worked are charged to the appropriate PTA; follow up on any rest or meal break penalties. Run BI report for hours and gross pay to ensure accuracy of entries. Process web forms for pay increases and/or retro-active pay adjustments.

    Special Events Planning (35%)
  • Ensure that incoming Security Service Request Forms (SSRFs) have been reviewed for follow up and event security planning. Collaborate with the Events deputy for review of major event security requests. Review Pending Cue Database entry and assign event to appropriate individual for security planning.
  • Based on information gleaned from the SSRF and a review of previous events of a similar nature, oversee and assist with preparation of cost estimates for all events to ensure cost estimate matches the event staffing plan. Ensure completed estimate has been sent to client.
  • Follow up with client to ensure that any questions, discrepancies or change requests have been incorporated into the security plan. Communicate any schedule changes to other events unit personnel when necessary.
  • Ensure that briefing documents have been prepared and posted.

    Additional Duties (5%)
  • Provide support to other departmental divisions when needed.
  • All members of the Stanford Department of Public Safety are considered essential or required University personnel and are expected to respond to campus during a major emergency to assist the department with the management and mitigation of the emergency.
  • Provide personnel and equipment logistics support or other public safety roles during large scale special events.
  • Monitor a police radio during one's assigned shift and be alert to incidents which would require the issuance of a “Timely Warning” or “Immediate Notification.” Draft alert notices and determine, based upon the circumstances, if Command level approval is required before sending the message using the university's AlertSU system.
  • Other duties may also be assigned.
  • **Weekend work and shift work will be required, sometimes with little advanced notice, including 5-8 home football games each year. **
    Minimum Education and Experience Required
    Bachelor's degree and three years of relevant experience, or a combination of education and relevant experience.

    Minimum Knowledge, Skills and Abilities Required
  • Demonstrated ability to prioritize work and to handle multiple tasks simultaneously.
  • Demonstrated excellent organizational skills; ability to perform duties with a high level of professionalism, flexibility, discretion, judgment, diplomacy and tact; attention to detail.
  • Flexibility, ability to take initiative and ownership of projects.
  • Ability to handle sensitive issues with tact and maintain confidentiality.
  • Excellent verbal and written communication skills, including editing and proofreading skills. Ability to interact with a diverse group of people.
  • Demonstrated administrative experience which includes advanced computer skills and demonstrated experience with office software and email applications (i.e., Word, Excel, Adobe) and the ability to adapt to new technologies and processes.
  • Friendly, engaging and courteous demeanor; excellent customer service and interpersonal skills.
  • Ability to use sound judgment and independence in determining priorities.
  • Ability to work in fast-paced environment and complete work in a timely and accurate manner, coordinate multiple activities, meet deadlines, and work independently with a minimum of supervision; self-motivated with the ability to make improvements, enhance work habits and prioritize assignments, when necessary; and exercise independent judgment within general policy guidelines.
  • Demonstrated success in following through and completing routine tasks; ability to manage a varied work volume.
  • Ability to direct the work of others.
  • Demonstrated ability to work independently as well as part of a team.
  • Desire to learn, accept and promote the Department's Core Values.
  • Familiarity with University policies and procedures, preferred.
  • Possess and maintain a valid CA driver's license.

    Physical Requirements
  • Constantly perform desk-based computer tasks.
  • Frequently stand/walk, sit, grasp lightly/fine manipulation.
  • Frequently use a telephone.
  • Occasionally reach/work above shoulders, grasp forcefully, sort/file paperwork, lift/carry/push/pull objects that weigh 10-20 lbs.
  • Rarely twist/bend/stoop/squat, kneel/crawl.
  • Possess and maintain physical condition appropriate to the performance of assigned duties and responsibilities which may include sitting or standing for extended periods of time, sometimes in inclement weather conditions, and operating assigned office equipment.

    * - Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of the job.

    Working Conditions
  • Evening, weekend work and shift work will be required.
  • Ability to respond to schedule adjustments, sometimes with little advanced notice.
  • Willingness to carry a department issue communication device (mobile phone) and consistently answer calls.
  • Ability to respond to campus in a timely manner in the event of an emergency.

    Work Standards
  • Interpersonal Skills: demonstrates this ability to work well with Stanford colleagues including senior staff members and clients and with external organizations.
  • Promote a culture of safety: demonstrates a commitment to personal responsibility and a value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
  • Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the policies found in the University Administrative Guide, the department General Orders, and applicable department policies and procedures.

    Special Requirements
  • Applicant must pass a detailed police background investigation including a search of local, state, and national files for criminal history.
  • Must be able and willing to respond to and work large-scale special events as well as unplanned critical incidents, sometimes with little advance notice.
  • All personnel working for the department are responsible for providing public safety services to the community. Personnel will be trained to perform duties outside their normal day-to-day responsibilities, such as dispatching and/or emergency call taking and/or special events logistics support, so they are able to provide support during emergencies and special events. Training includes familiarity with the Incident Command System.

    Selection Process (specific order of the process is subject to change)
  • Application
  • Personal History Questionnaire (PHQ)
  • Interview with Department personnel
  • Extensive police background investigation
  • Personal Interview with the Director of Public Safety

    * Stanford Department of Public Safety does not pay the candidate for travel expenses associated with testing / interviewing, unless otherwise indicated by the department at the time of call for interview.

    * Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.
    Additional Information
    • Schedule: Full-time
    • Job Code: 4121
    • Employee Status: Regular
    • Grade: H
    • Requisition ID: 83327


    Location: Department of Public Safety, Stanford, California, United States
    Classification Level:

    To be considered for this position please visit our web site and apply on line at the following link: stanfordcareers.stanford.edu

    Stanford is an equal opportunity employer and all qualified applicants will receive consideration without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other characteristic protected by law.

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    Job No:
    Posted: 6/3/2019
    Application Due: 6/3/2031
    Work Type: