Marketing Production Program Supervisor

The Marketing Production Program Supervisor is responsible for overseeing the print production, procurement, delivery and installation processes within the Marketing Department as well as supervising production and distribution staff, including the Production Program Representative, Transit Distribution and Signage Program Representative and Accessible Content Coordinator. Typical duties might include reviewing and managing the production flow of all marketing and advertising jobs; ensuring projects meet deadlines; preparing project reports; responding to requests for project information; tracking project costs; forecasting demands for services; establishing strong vendor relationships; and leading the tracking and development of the departmental budget.

The Marketing Production Program Supervisor shall possess strong leadership qualities, promote a collaborative culture and represent agency core values in the performance of leadership and duties.

This position reports to the Marketing Manager and is a leadership role within the Marketing Department and the Communications & Strategic Initiatives Division.

Job Requirements:

Education and Experience: Bachelor’s Degree in Business Administration, Marketing Advertising, Communications or a field related to the work AND four (4) years of experience with production coordination, print production and/or advertising project traffic coordination, and two (2) years of supervisory experience. Equivalent combination of formal education and appropriate related experience may be considered.

Background Investigation: Employment is contingent upon the results of a background check.

Licenses and Certifications: Valid Arizona Driver’s License

Examples of Duties / Knowledge & Skills

The Supervisor will lead Valley Metro’s in-house Marketing production team; working closely with the manager, creative and program supervisors, graphic designers, marketing coordinators, internal clients, stakeholders and vendors.

Supervises and leads the Production Program Representative, Transit Distribution and Signage Program Representative and Accessible Content Coordinator to support Valley Metro agency/regional initiatives.

Creates, organizes and maintains production schedule for all communications, marketing and advertising project assignments.

Manages production jobs and prepares status reports utilizing project management software. Serves as an administrator and technical lead for the department’s project management software.

Interfaces with clients, designers, printers and other outside vendors to request and discuss project estimates, confirm specifications, schedule jobs, coordinate delivery instructions and assure that the final deliverables meet quality standards.

Manages print production schedules, print specifications, vendor invoices and internal budgets and communicates status with Marketing team members and other stakeholders, as appropriate.

Contributes to the quality control of all marketing projects by assuring proper review and approval of all final collected art files and production proofs by printers and other production vendors prior to completion or production.

Determines production specifications and confirms specifications with project leads and graphic designers, researches and prepares scopes of work, requests for proposals or quotes, requests for bids, service agreements, and/or other related information, reviews estimates, initiates electronic requisitions and tracks purchase orders, reviews and processes invoices, and manages contracts with outside vendors.

Facilitates regular meetings with Marketing staff to review project statuses.

Leads the tracking and development of the departmental budget.

Facilitates regular meetings with Procurement staff to review contracts and project requisition statuses. Uses the CORE Enterprise Resource Planning system to submit purchase order requisitions and receive invoices against purchase orders. Participates in the CORE User Group. Maintains a working knowledge of CORE budget account coding (POETA) and the Procurement Manual best practices.

Participates in developing, implementing and maintaining print production and project management software, policies and procedures.

Creates metrics and summary reports as needed.

Resolves and/or escalates production or vendor issues in a timely manner. Oversees any make goods and communicates any issues and updates with project team.

Participates in/on a variety of meetings, task forces, committees, promotional events and/or other related groups planning, coordinating and overseeing marketing materials production.

Works directly with 3rd party Marketing material storage and distribution vendor for storage needs, distribution and logistics.

Performs other duties of similar nature and level as assigned.

The Supervisor has skill in/knowledge of:

Recordkeeping principles;

Marketing principles;

Project management principles;

Contract management principles and practice;

Methods, materials, techniques, art files, and equipment employed in graphic arts;

Meeting deadlines and working well under pressure;

Leadership and ability to manage people, projects and resources;

Developing and maintaining effective working relationships and to work in a team environment;

Prioritizing and assigning work;

Client Interaction and customer service;

Writing business documents and preparing reports;

Analyzing and interpreting applicable laws, codes, rules and regulations;

Conducting research;

Solving problems;

Procurement principles and practice;

Conducting mediations and negotiations with vendors;

Facilitating meetings and training sessions;

Developing goals and measurable objectives;

Using computers and related software applications such as Microsoft Office Suite and Adobe Workfront or similar project management software;

Participating in the evaluation, analysis, and resolution of complex problems;

Planning, organizing, and coordinating activities;

Communicating in order to interact with co-workers, supervisor and the general public at a level sufficient to exchange or convey information and to receive work direction.

Physical Demands / Work Environment

Physical Demands:

Positions in this class typically require reaching, standing, walking, driving, fingering, grasping, talking, hearing, and seeing.

Work Environment:

Sedentary Work: Exerting up to 40 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally, and all other sedentary criteria are met.