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Job Standard for Venue Services, Manager

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Employee Name:

Employee ID:

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How to use this Job Standard:

  1. The Purpose, Scope, Qualifications and Job Functions are specific to this job title and can not be edited.
  2. Click “View in Google Docs/Download” and download to Word.
  3. Under Essential Functions you may add an additional 35%, specific to your department needs.
  4. Complete this standard before creating the job announcement and posting the position.
  5. This standard will be used as the new Job Description for the prospective employee.
  6. After hire is complete, insert Employee Name and PCN#.

Venue Services, Manager Overview

  • Work Type: Non-Classified/Professional
  • Job Code: 75857
  • Pay Grade: P7
  • FLSA Status: Exempt
  • Career Level: Manager
  • Family: Performing Arts
  • Function: Venue Services

Purpose

Works to comprehensively manage facility use by events as provided for by a licensing agreement or internal University agreements. Acts as the hub of event information to clients, contracted professionals and other partners as may be required, connecting them with or disseminating information to internal staff. Responsible for the supervision and coordination of technical requirements for all events. Trains and supervises part-time temporary stagehands and student stagehands (Event Workers) and audio/video technicians. Oversees safety procedures, vehicles and equipment.

Level Scope

Provides direct supervision typically to professionals or skilled technical employees at the entry or intermediate level. Functions as advisor to unit and administration and sets goals and objectives for team members for achievement of operational results. Analyzes and resolves problems through drawing from prior experiences. Interprets policies (e.g., fiscal management, HR, contracts and grants, resource management in defined areas) and demonstrates solid subject matter knowledge. Exercises judgment within defined procedures and policies to determine appropriate action. Supervises staff to assure accountability and stewardship of campus resources (operational, financial, and human) in compliance with departmental goals and objectives.

Minimum Qualifications

Bachelor’s degree degree and 2 years of experience or equivalent professional experience

Knowledge, Skills and Abilities

  • Creative problem solving abilities including decision-making and organizational skills with adaptability, resourcefulness and expertise to project and recognize potential problems and implement corrective action.
  • Ability to multitask and work on several projects at the same time.
  • Ability to work long, irregular hours dictated by event programming.
  • This individual must be a self-starter, extremely organized and need minimal supervision. Calm during stressful or tense circumstances. Requires the ability to think outside of the box” and make things happen (deliver and exceed expectations) and requires the ability to say “No,” and know when to do so and use the appropriate manner/tone in doing so (fulfill client needs in an alternative mutually agreeable way).
  • Has the ability to generate new, creative and profitable ideas to attract new events and to promote and produce events when booked.
  • General knowledge of local, state and federal laws and regulations as well as University policy and guidelines that apply to public facilities.
  • Ability to learn new software if not familiar. Operate word processing, spreadsheet, graphics, Excel and database computer applications.
  • Thorough understanding of live-event production, stagecraft, event production terms and techniques, audio/visual systems, professional video display systems and television broadcast requirements, professional sound reinforcement systems, ability to operate audio mixing consoles, staging systems, back-of-house venue operations and a fundamental understanding of catering and backstage security requirements.
  • Ability to read blueprints and have a basic understanding of AUTO CAD and be able to understand signal flow for video and audio.
  • Knowledge and enforcement of industry standards for rigging safety, safety codes for all lighting, sound, video system applications, telephone and teleconferencing equipment, broadband network systems, State of Idaho Division of Building Safety code, International Building code and fire code.
  • Possess exceptional communication and management skills.
  • Ability to obtain and maintain CPR, First Aid, AED and University provided safety training per assigned curriculum.

Essential Functions

Key Responsibilities

60% of the Time the Venue Services, Manager must:

  • Coordinates and fulfills facility resources and services necessary for successful execution of venue events.
  • Communicates facility capabilities.  Provides building maps and tours.
  • Communicates relevant policies and monitors/ensures compliance.
  • Maintains a database/contact list of local service providers, vendors or suppliers commonly utilized by clients.  Initiates, negotiates and executes agreements with service providers, vendors or suppliers.
  • Completes and submits paperwork or electronic work orders to University departments in a timely manner to arrange for event services and/or equipment (FO&M, OIT, vendors).
  • Monitors industry trends and developments to identify ways to enhance training, employee performance, execution and the functioning of events and the facility utilizing available industry resources to maintain and develop best practices.
  • Develops and implements service and operational procedures to ensure efficient and effective task processes.  Designs and develops the provisioning of appropriate work methods, tools and/or devices.
  • Monitors inventory on a proactive, timely basis to avoid shortages.
  • Inspects facility prior to event to ensure all client spaces are prepared for appropriately, according to requirements. Reviews drawings and/or specifications necessary for event setups or A/V system design, installation and use.
  • Responsible for all aspects of the event production cycle (preparation, setup, performance, tear down and restoration).
  • Prepares accurate estimates and invoices for labor and equipment for event financial settlement with client.  Monitors event budgets. Recommends and implements cost saving strategies. Approves event services, rental and purchase invoices and provides for event settlement.
  • Actively participates in maintenance, development or acquisition of training materials, manuals, criteria, topics; establishes training schedule; conducts and provides training as appropriate, maintains appropriate records.
  • Responsible for design and operation of professional A/V services
  • Responsible for Production Management: Move-ins. Move-outs. Set-ups. Tear-downs. Facility Conversions.
  • Responsible for interviewing, hiring, making hiring recommendations, completing performance evaluations, scheduling, identifying and allocating work assignments, etc.
  • Responsible for generating revenue through the successful production of events, as well as through services provided to clients.

35% of Time the Venue Services, Senior Manager

Determined by department needs

5% of Time the Venue Services, Senior Manager

Perform other duties as assigned

Work Environment and Physical Demands

Non-Event Days:

Exerting up to 10 pounds of force occasionally (Occasionally: activity or condition exists up to 1/3 of the time) and/or a negligible amount of force frequently (Frequently: activity or condition exists from 1/3 to 2/3 of the time) to lift, carry, push, pull, or otherwise move objects, including the human body. General office work involves sitting most of the time, but may involve walking or standing for brief periods of time.

Event Days:

Ability to work long hours, particularly up to twenty (20) hour intervals. Shifts include evenings, weekends and events may be scheduled on back-to-back days.

Oversees the entire event logistics from the client’s perspective and must be planning for several weeks in advance, available from beginning to end and have the stamina necessary for 18-22 hour shifts. Events may be scheduled on back-to-back days and on weekends and holidays.

Must be able to stand for long periods of time frequently and walk short and long distances frequently, exert up to 100 pounds of force occasionally and lift up to 75 pounds occasionally.

Travel Requirement

May be required to travel with overnight stays for meetings and/or training.

Career Path

Additional training/education or equivalent experience, as well as business need, are required for movement into higher level jobs.

Disclaimer

Incumbent must perform the essential duties and responsibilities with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work. Final employment offers are contingent upon a Final Candidate’s successful completion of a Background Verification and a determination by the University that the information derived from the Background Verification does not disqualify the individual. In addition, a Financial History Check and Motor Vehicle Record (MVR) Check may be required.