1480 Events Coordinator

POSITION IDENTIFICATION

TITLE Events Coordinator

CLASSIFICATION NUMBER 1480

GRADE 43

CLASSIFICATION Exempt

IMMEDIATE SUPERVISOR Executive Director, Juanita K. Hammons Hall for the Performing Arts, Hammons Student Center, and Plaster Sports Complex

MAJOR ADMINISTRATOR President

GENERAL FUNCTION

The primary duty of the Events Coordinator is the review and approval of all governmental and association contracts for artists, consultants, and speakers as well as all equipment rental contracts for the Juanita K. Hammons Hall for the Performing Arts in order to indemnify the University.   The Event Coordinator coordinates the subcontracting of security, catering, hotel services, transportation services, piano tuning, and other necessary materials or services in compliance with artist or rental contracts. The Coordinator assures the proper invoicing of performing groups for the cost of labor and materials used during performances at the Hall in accordance with the contracts and assists the Director of Development and Sales with development of grant proposals to support the Hall's programming. The Events Coordinator represents the Hall at University and community arts special projects, maintains the venue calendar, and interfaces with potential promoters regarding rental dates at the Hall.

MINIMUM ACCEPTABLE QUALIFICATIONS

Education: A Bachelor's degree is required; a degree in an arts or business field is preferred.

Experience: At least one year experience is required, in either the business or the arts community which included the preparation and execution of contracts, management of volunteers and employees, and organizing scheduled activities. Experience in the preparation, editing and composing of grants and written correspondence is required.

Skills: Excellent interpersonal as well as strong oral and written communications skills are required. Organizational and management skills are required.

Other: The scope of the job frequently requires attendance at evening and/or weekend activities, performances, lectures, and/or rehearsals.

ESSENTIAL DUTIES AND RESPONSIBILITIES

1. Prevents liability for the Juanita K. Hammons Hall for the Performing Arts in its contractual obligations by reviewing, revising, approving, and managing all governmental and association contracts for artists, consultants, and speakers as well as rental contracts for equipment, lighting and/or sound systems, and associated special purpose materials and securing revenues for services rendered in accordance with the contracts  by invoicing performing groups for the cost of labor and materials used during performances at the Hall.

2. Coordinates events conducted in the Juanita K. Hammons Hall for the Performing Arts by managing the subcontracting of security, catering, hotel services, transportation services, piano tuning, and other necessary materials or services in compliance with artist or rental contracts, scheduling receptions, meetings, workshops, and similar events at the Hall, maintaining the master calendar of events, and arranging tours hosted by the Hall for visitors and guests.

3. Assists the Director of Development and Sales with the development of grant proposals to support the Juanita K. Hammons Hall for the Performing Arts programming by researching and recommending potential sources of funding support from foundations, corporate sponsors or national agencies, preparing drafts of grant proposals and evaluations, and coordinating all grant requests and evaluations with the Office of Sponsored Research and the Office of Development and Alumni Relations

4. Promotes productive and maximum utilization of the facilities of the Juanita K. Hammons Hall for the Performing Arts by representing the Hall at University and community arts special projects and recommending ways in which the Hall can participate and support the community's arts efforts.

5. Contributes to the overall success of the Juanita K. Hammons Hall for the Performing Arts by performing special projects and all other duties and responsibilities as assigned by the Executive Director.

SUPERVISION

The Events Coordinator reports to the Executive Director and supervises student employees.

OFFICE OF HUMAN RESOURCES
REVISED MAY 2007

JOB FAMILY 4

Factor 1: Professional Knowledge, Skill, and Technical Mastery

Level 2 - 900 Points: Entry-level professional knowledge of the principles, concepts, practices, and methods of non-technical administrative and managerial functions. Knowledge permits the employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in areas including communications, social sciences, art and design, education, and related functions while gaining in familiarity with the University's policies and goals, business practices and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project to complete stages of a multi-phase project. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in an unspecified field or a specific background in a non-technical area. Knowledge requirements may also include a limited amount of related work experience.

Factor 2: Supervisory Responsibility

Level 1 - 50 Points: Typically, little, if any, supervision of others is required. The job may require irregular but occasional responsibility to direct the work of student workers and/or temporary or part-time workers. The nature of supervision is largely confined to assigning tasks to others and does not include a full range of supervisory responsibilities. The amount of time spent on directing the work of others is normally a small portion of total work time.

Factor 3: Interactions with Others

Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.

Factor 4: Job Controls and Guidelines

Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.

Factor 5: Managerial Responsibility

Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.