Event Production Manager/Administrative and Operational Manager (Manager II)

Overview

Reporting to the Executive Director of CCA Production Services, this position is responsible for successful administration, coordination, communication, scheduling and contracting all events in the Caine College of the Arts (CCA) venues. This position helps with the advance coordination and communication of event and performance requirements; establishing communications with visiting companies and artists; securing and delivering artist hospitality needs; internal communication and data management. 

 

This position works in concert with the Director of Multimedia Operations and specialists to confirm and coordinate production services for all events at the CCA venues including coordinating with Facilities and The Office of Events on FOH and Ticketing needs, estimate costs, prepare rental agreements, resource requisitions, event documentation, and subsequent expense reports.

 

The successful applicant will accept and respond positively to direction, complete projects independently, on time, and with precision; is proactive and can maintain a positive attitude of customer service and professionalism in all interactions with internal and external constituents, students, faculty, and staff.

Responsibilities

Production/Venue Management: (30%)

• Act as the liaison between user and production services department to coordinate all events with an extremely high standard of professionalism and discretion, providing guidance and excellent customer service to USU students, faculty, staff, and visiting artists in the planning and implementation of their CCA or 3rd-party events and performances in CCA venues.
• Create and manage the development and implementation of policies and procedures for CCA venue usage and rentals, adhering to USU policies, best practices and ensuring compliance with safety and university standards.
• Manage all rental activities in CCA venues, including collecting details about setup, technical, and front-of-house needs, contracting vendors, coordinating with internal and external technical units, and serving as a primary point of contact with respect to all non-technical elements of production.
• Advance coordination of technical details for events and performances, including communication with Faculty, students, producers, artists, clients and technical representatives including technical rider reviewing and editing; ensuring timely creation and completeness of all event details to meet all contracting, invoicing, and scheduling deadlines.

 

Administration: (35%)

• Create and maintain master event schedule of CCA venues with CCA departments, NEHMA, non-CCA academic departments, event services, other USU organizations and facilities, and external organizations. This includes all exhibitions, performances, rehearsals, master classes, receptions, and shows. Ensure all listings, including rehearsals, crew calls and deadlines are up-to-date and accurate.
• Manage the scheduling of all official CCA venues and spaces in Event Management System (EMS) or other event software including: entering reservation requests as requested by or in collaboration with departments.
• Manage all approvals and confirmations working as necessary with production operations, marketing personnel and other constituents, including USU faculty, staff, and administrators and external parties.
• Schedule and attend production meetings, distributing information and communications to appropriate personnel as needed.
• Work with presenters to ensure that all scheduled events fall within the CCA and USU guidelines for appropriate usage and that each event is properly contracted to provide the appropriate certificates of insurance, helping presenters find other options when CCA venues are unavailable or unsuitable.
• Maintain all event related records including setup documentation, technical needs and contract information. Run data integrity checks and update data as need in our databases and event software.
• Collaborate with USU’s Office of Events in all aspects of event coordination and processes as needed.
• Conducts research and gathers information to support projects, as assigned.
• Manage online and tv monitor content maintenance.
• Proactively resolves administrative problems by analyzing data and then identifying and implementing solutions.

 

Operations: (25%)

• In consultation with the CCA Production Services Executive Director, creates and executes strategic plans for service offerings and technical capabilities in response to changing technologies, operational needs, and industry developments.
• Assists with maintaining operational policies and procedures, staff training manuals and managerial procedures to ensure accuracy, e