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Operational Excellence Supervisor, Event Planners

Operational Excellence Supervisor, Event Planners

Varsity BrandsGilbert, AZ, US
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Varsity Spirit Operational Excellence Supervisor, Staffing Logistics

For over 50 years, Varsity Spirit has been the leading global source for all things spirit, including cheerleading, dance team, performing arts and yearbook. Focused on safety, entertainment and traditional school leadership, Varsity Spirit's 5,000+ employees are dedicated to celebrating school spirit. A leader in apparel innovation, educational camps, clinics, competitions, and yearbook, Varsity Spirit impacts more than a million athletes each year.

At Varsity Spirit, the safety and wellbeing of the young people we serve is of the utmost importance. Since our inception 50 years ago, we have been and remain steadfastly committed to doing our part to create a safe and positive environment for our participants' physical, emotional, and social development, and promoting an environment free from abuse and misconduct. Varsity has a zero tolerance for abuse in its programs, events, and associated business activities. Varsity is committed to reporting all suspicions, allegations, and incidents of abuse in full accordance with local laws and reporting requirements.

Location Type : Onsite

Location Details : 260 S. McQueen Road, Gilbert, AZ

Travel : Event travel and attendance at staff meetings & training is required. Event travel will include overnight stays for events. As part of the event operations team during the event season which runs from October through May this role is expected to be available to work 2-3 weekends per month.

How You Will Make An Impact

A Varsity Spirit Operational Excellence Supervisor, Staffing Logistics is responsible for the staffing logistics for our camps and competitions. This role will focus on managing competition ratios, external staff relations, payroll processes, and contract oversight to ensure seamless event operations. The ideal candidate will have experience in event staffing, payroll management, and vendor relations, with a strong ability to coordinate multiple moving parts effectively.

What You Will Do

  • Provide leadership and direction to the Event Planners that drives customer experience and operational excellence to exceed division objectives
  • Manage, motivate and retain Event Planners
  • Leading Hiring and Onboarding of Event Planners in accordance with required compliance
  • Management of team's performance to consistently encourage retention, growth and productivity
  • Collaborate with the Regional Leadership to evaluate and conduct annual performance evaluations of team members
  • Serves in a mid-level management and / or support role at events
  • Oversee and execute payroll and compliance of all event staff

Staffing & Compensation Oversight :

  • Manage and oversee competition ratios by region to ensure effective staffing
  • Oversee pay grade assignments and ensure they align with company standards and budget guidelines.

    • External Staff Relations :

  • Build and maintain strong relationships with external staff, including university partners, announcers, and other event personnel.
  • Coordinate with external staffing agencies, institutions and fundraising groups to fulfill event staffing needs.

    • Payroll & Timekeeping Management :

  • Review payroll and timekeeping records for accuracy and compliance with company policies and labor laws.
  • Oversight of all timecard entry approvals for camps and competition staff.
  • Oversight of all timecards (time, mileage and per diem) entry approvals for Event Planners
  • Communicate with staff and perform historical corrections for missed pay, per diem, or mileage as needed
  • Advise and communicate with staffing directors regarding team members who are not consistently adhering to UKG protocols. Monitor People Service Center Help desk to identify and address tickets relating to staff timecard requests as well as compliance and onboarding issues.
  • Act as the on-site liaison for UKG timecard related issues at events

    • Compliance & Onboarding Management :

  • Manage and oversee all compliance tracking and processes for staff participating in camps and competitions
  • Monitor and maintain records of background checks, reference checks, onboarding status and Varsity University compliance
  • Ensure all employees meet compliance requirements before attending events or training
  • Collect and execute additional state and local compliance requirements
  • Oversee and manage compliance records and tasks for fundraising groups.

    • Contract Management :

  • Oversee non-housing TTS contracts and ensure compliance with contractual obligations.

    • Qualifications

    Knowledge / Skills / Abilities :

  • Accountability and follow-through to meet business objectives.
  • High-level professionalism, business and customer service acumen.
  • Time management and organization skills to prioritize multiple tasks / projects.
  • Excellent written, email, & verbal communication skills.
  • Excellent interpersonal skills to effectively collaborate with stakeholders and customers.
  • Excellent organizational skills with the ability to handle multiple tasks simultaneously and attention to detail.
  • Ability to work independently and collaboratively as part of a team. Teambuilding / people development orientation to build and retain strong relationships.
  • Ability to travel regularly and to work evenings / weekends as needed.
  • Ability to anticipate problems and create effective solutions.
  • Ensure reliable travel for regular face-to-face touch points.
  • Demonstrate commitment and passion to elevate the student experience.
  • Ability to proactively problem solve and maintain a positive "can do" attitude under stress.
  • Proficient in Microsoft Office Suites including Excel, Word, and PowerPoint.
  • Experience in Salesforce.com or other CRM and AS400 preferred.

    • Education / Experience :

  • Bachelor's Degree or equivalent work experience
  • Cheer or Dance experience preferred
  • Experience in direct management of individuals

    • Physical Requirements :

    The physical demands that are described as required are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  • While not participating in an event this job operates in a professional office environment. Largely a sedentary role with some filing requiring the ability to lift files, open filing cabinets and bending or standing on a stool as necessary. The ability to sit or stand for long periods through meetings and while operating office equipment, PC's, laptop, telephone will be required.
  • During events the ability to stand and walk for long periods of time (5 hours plus) is required. The ability to communicate with customers and colleagues using the following but not limited to radio, walkie talkie, text message and email is required. The ability to lift, bend, push, pull and manipulate equipment that is a minimum of 30 lbs. is required.

    • Join the best team in sport & spirit

    At Varsity Brands, we believe every student deserves the opportunity to succeed and every educator wants to make a difference. It takes a team to make a real impact, and through our two divisions BSN SPORTS and Varsity Spirit and our network of 6,000+ employees and independent representatives, we are proud to partner with a wide range of educational institutions and club and professional sports to transform the student journey in SPORT and SPIRIT.

    Our Values

    Service : We lead with heart. We champion community.

    Passion : We love what we do. It fuels our purpose.

    Integrity : We do what we promise. We own our actions and decisions.

    Respect : We earn it by giving it. Because everyone deserves it.

    Innovation : We never stop striving to be better. For ourselves and our community.

    Transparency : We are committed to openness and honesty in everything we do.

    Our Benefits

    We are committed to putting you and your families first. For benefits eligible roles, we offer a variety of choices and costs as well as program enhancements that align with our responsibility to elevate the employee experience. Some of our offerings include :

  • Comprehensive Health Care Benefits
  • HSA Employer Contribution / FSA Opportunities
  • Wellbeing Program
  • 401(k) plan with company matching
  • Company paid Life, AD&D, and Short-Term Disability
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    Operational Planner • Gilbert, AZ, US