Event Manager

Job Posting Title:

Event Manager

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Hiring Department:

Texas Performing Arts

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Position Open To:

All Applicants

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Weekly Scheduled Hours:

40

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FLSA Status:

Exempt

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Earliest Start Date:

Immediately

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Position Duration:

Expected to Continue

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Location:

UT MAIN CAMPUS

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Job Details:

General Notes

About Texas Performing Arts

Texas Performing Arts (TPA) is the professional arts presenting and producing program of The University of Texas at Austin. One of the largest and most active university-based performing arts centers in the U.S., TPA is an anchor institution in Austin‘s arts, cultural, and entertainment landscape. TPA operates venues on the UT campus including Austin‘s largest theater, Bass Concert Hall. Its public programs include Broadway in Austin; an international season of dance, theater and music; and the Texas Welcomes series of popular artists. TPA is a unit of UT‘s College of Fine Arts and engages students across the university in creative experiences. To learn more about Texas Performing Arts and this opportunity, please visit about-us/employment .

Why Join Texas Performing Arts?

UT Austin provides an outstanding benefits package, including but not limited to:

• Competitive health benefits (employee premiums covered at 100%, family premiums at 50%)

• Voluntary Vision, Dental, Life, and Disability insurance options

• Generous paid vacation, sick time, and holidays

• Teachers Retirement System of Texas, a defined benefit retirement plan, with employer matching funds

• Additional Voluntary Retirement Programs: Tax Sheltered Annuity 403(b) and a Deferred

  Compensation program 457(b)

• Flexible spending account options for medical and childcare expenses

• For more details, please see: prospective/benefits and

  current/services/my-total-rewards

Purpose

The Event Manager of Texas Performing Arts at UT Austin (TPA) is responsible for creating successful events for artists and audiences. The Event Manager serves as the project manager and on-site supervisor for assigned events across TPA‘s programs, including Texas Performing Arts Season presentations, Texas Welcomes touring engagements, Broadway in Austin, rentals, special projects, community partnerships, and university events.

Responsibilities

• Project Planning: Manage assigned events to ensure that each project achieves its goals. Advance and arrange all non-technical elements of assigned engagements such as schedule, travel, accommodations, hospitality, security, health & safety, runners, VIP programs, and other artist services. Ensure consistent and complete communication between artists/clients and internal departments, campus services, and outside vendors. Establish and maintain effective working relationships with all event stakeholders. Provide guidance to artists/clients on how to achieve their event objectives and adapt artist/client requirements to local conditions. Ensure contract and rider terms are fulfilled. Manage artist services lines of event budgets. Prepare, maintain, and distribute project documents such as schedules, access lists, and expense reports. Manage project details and schedule information in the ArtsVision events database. Process purchase requests, agreements, cash advances, and vendor invoices. Maintain event-related equipment, supplies and facilities. Plan and conduct event pre-shops. Maintain knowledge of and ensure compliance with university event-related policies and processes. Develop ongoing organizational systems and processes to support events.

• Event Operations: Serve as the on-site TPA administrative representative for assigned events. Supervise internal departments, campus services, and outside vendors to ensure the smooth and safe completion of events at the highest professional standard. Execute event elements including overall timeline, backstage access, artist parking, artist services, health & safety, hospitality, VIP programs, and non-production room setups. Create a positive, welcoming, customer-service focused event environment. Respond to and creatively resolve artist/client needs as they arise. Monitor and communicate changes in day-of event logistics. Manage event staff including security, stage door attendants, hospitality managers, runners, and drivers. Support setup and running needs for ancillary activities such as development events, VIP packages, meet & greets, and education & engagement activities. Track and submit expenses prior to deadlines. Maintain working knowledge of deal structures to support event settlement or budget closeout.

• Education and Mentorship: Participate in the development of learning opportunities for UT students and early-career professionals. Recruit, train and supervise student events assistants. Maintain and contribute to TPA‘s culture of mentorship and learning.

• Other duties as assigned

Required Qualifications

• At least three (3) years of experience managing events in a professional setting.

• Demonstrated ability to successfully manage details of concurrent projects with integrity, professionalism, and financial responsibility.

• Demonstrated positive attitude, flexibility with working assignments, and a willingness to learn and adapt.

• Demonstrated excellent organizational skills.

• High level of proficiency with office technology such as Excel, PowerPoint, Word, Outlook, Slack, and Zoom.

• Interest in and strong commitment to the mission and programs of Texas Performing Arts.

• Effective Communications: Demonstrated understanding of effective communication concepts, tools and techniques; ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of written, verbal, and interpersonal communications skills.

• Interpersonal Relationships: Demonstrated knowledge of the techniques and the ability to work with a variety of individuals and groups in a constructive and collaborative manner.

• Accuracy and Attention to Detail: Demonstrated understanding of the necessity and value of accuracy and attention to detail; ability to process information with high levels of accuracy.

• Problem Solving: Demonstrated knowledge of approaches, tools, techniques for recognizing, anticipating, and resolving organizational, operational or process problems; ability to apply this knowledge appropriately to various situations.

• Service Excellence: Demonstrated knowledge of customer service concepts and techniques; ability to meet or exceed customer needs and expectations and provide excellent service in a direct or indirect manner.

• Relevant education and experience may be substituted as appropriate.

Preferred Qualifications

• Experience in an arts presenting organization; arts producing organization; university-based organization; or multi-venue performing arts organization.

• Experience managing events with international artists.

• Experience with a wide range of live performance genres.

• Experience leading the advance process for touring productions.

• Knowledge of performing arts center standards and practices such as theatrical work rules, typical needs of touring productions, and common expectations of visiting artists.

• More than the minimum required level of experience.

• Relevant professional training or credentials.

Driving Required

This job requires a class ‘C‘ operator‘s driver‘s license. The applicant selected must provide a current three-year driving record from the current state of residence. If not currently a Texas resident, a Texas driver‘s license must be obtained within 30 days of becoming a Texas resident.

Salary Range

$55,000+ depending on qualifications.

Working Conditions

• This in-person position is based in Austin, Texas and requires full-time residence in the greater Austin area. This position may allow for remote work on a limited basis on non-event days.

• Standing and walking for extended periods of time is required.

• Must be able to operate a University vehicle and be comfortable driving at night, in heavy traffic, and with transporting passengers and materials.

• Must be able to purchase products regulated by the Texas Alcoholic Beverage Code.

• Repetitive use of a keyboard at a workstation; standard office conditions including prolonged screen time.

• Use of manual dexterity.

• Climbing of stairs.

• Pushing, pulling, lifting, and moving up to 40 lbs.

Work Shift

• Early morning, evening, overnight, weekend, and holiday work, including ‘on-call‘ times, are required in connection with performances and events. Working shifts will include extended daily hours for performances and events, sometimes on consecutive days. A compensatory time program is provided.

Required Materials

• Cover letter detailing interest in and qualifications for this specific opportunity.

• Resume/CV

• 3 work references with their contact information; at least one reference should be from a supervisor. References will not be contacted without prior approval of the candidate.

• Work samples may be requested if applicant advances to the interview stage.

Important for applicants who are NOT current university employees or contingent workers: You will be prompted to submit your resume the first time you apply, then you will be provided an option to upload a new Resume for subsequent applications. Any additional Required Materials (letter of interest, references, etc.) will be uploaded in the Application Questions section; you will be able to multi-select additional files. Before submitting your online job application, ensure that ALL Required Materials have been uploaded. Once your job application has been submitted, you cannot make changes.

Important for Current university employees and contingent workers: As a current university employee or contingent worker, you MUST apply within Workday by searching for Find UT Jobs. If you are a current University employee, log-in to Workday, navigate to your Worker Profile, click the Career link in the left hand navigation menu and then update the sections in your Professional Profile before you apply. This information will be pulled in to your application. The application is one page and you will be prompted to upload your resume. In addition, you must respond to the application questions presented to upload any additional Required Materials (letter of interest, references, etc.) that were noted above.

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Employment Eligibility:

Regular staff who have been employed in their current position for the last six continuous months are eligible for openings being recruited for through University-Wide or Open Recruiting, to include both promotional opportunities and lateral transfers. Staff who are promotion/transfer eligible may apply for positions without supervisor approval.

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Retirement Plan Eligibility:

The retirement plan for this position is Teacher Retirement System of Texas (TRS), subject to the position being at least 20 hours per week and at least 135 days in length.

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Background Checks:

A criminal history background check will be required for finalist(s) under consideration for this position.

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Equal Opportunity Employer:

The University of Texas at Austin, as an equal opportunity/affirmative action employer,complies with all applicable federal and state laws regarding nondiscrimination and affirmative action. The University is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, gender identity, gender expression, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

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Pay Transparency:

The University of Texas at Austin will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor‘s legal duty to furnish information.

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Employment Eligibility Verification:

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at the university.

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E-Verify:

The University of Texas at Austin use E-Verify to check the work authorization of all new hires effective May 2015. The university‘s company ID number for purposes of E-Verify is 854197. For more information about E-Verify, please see the following:

• E-Verify Poster (English) [PDF]
• E-Verify Poster (Spanish) [PDF]
• Right To Work Poster (English) [PDF]
• Right To Work Poster (Spanish) [PDF]

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Compliance:

Employees may be required to report violations of law under Title IX and the Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act (Clery Act). If this position is identified a Campus Security Authority (Clery Act), you will be notified and provided resources for reporting. Responsible employees under Title IX are defined and outlined in HOP-3031.

The Clery Act requires all prospective employees be notified of the availability of the Annual Security and Fire Safety report. You may access the most recent report here or obtain a copy at University Compliance Services, 1616 Guadalupe Street, UTA 2.206, Austin, Texas 78701.

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