Coordinator, Administrative Program Coordinator, Administrative Program

Department 00491 – Utah Presents Job Summary

The Event Manager oversees front of house operations during a wide variety of events, performances, and ceremonies at Kingsbury Hall and for UtahPresents. Primary responsibilities include house management including safety and emergency preparedness and training, management of usher program and equipment, event planning, and direct patron assistance. Reporting to the Operations Director, this position assists in fielding rental inquiries for Kingsbury Hall and planning assigned events. They directly oversee a team of part-time house managers and ushers to staff a wide variety of events year-round, delivering exceptional experiences to our patrons and clients.

UtahPresents seeks an Event Manager who can demonstrate strong leadership and problem-solving skills, work closely and collaboratively with the Box Office, Production, Sales and Marketing, and Administrative teams. The ideal candidate is familiar with event needs for a broad selection of genres such as theatre, dance, opera, concerts, comedy, etc., recognizing these events and their guests may require different approaches and particular services. As an organization, UtahPresents values individuals who can actively contribute to the diversity of viewpoints, cultural background experiences, and expertise of our staff.

UtahPresents at University of Utah brings diverse artistic and cultural experiences to campus and the region through performances and community outreach. UtahPresents’ robust network of partners on and off the campus allows for multidimensional programming that stokes curiosity, creates connections beyond the stage, and enhances cultural vibrancy. As stewards of the iconic Kingsbury Hall, UtahPresents provides a valuable and year-round gathering space for a variety of campus, community, and rental events. For more information: utahpresents.org

Responsibilities

Preferred Qualifications:

• 2 or more years of experience working as a supervisor in a mid-to-large sized event venue or multi-plex movie theatre as a Manager and/or Event Coordinator.
• Volunteer supervision.
• Box Office background including experience with Spektrix, Ticketmaster or other similar ticketing systems, as well as ticket scanner technology.
• Knowledge of current Information Technology trends and platforms a plus, especially shift scheduling solutions.
• Proficiency in Spanish language a plus.
• First Aid/AED certification.

Essential Functions:

Event Management

• Serve as the lead front of house manager at events focusing on readiness of entry, lobbies & seating areas, concessions & merch areas, interior and exterior signage, usher & part-time staff assignments, instructions & equipment, and a safe & welcoming environment for all guests.
• Orchestrate event door opening, show holds or other special situations. Actively monitor ticketing, entry flow, ushers, operations, security, concessions and housekeeping to ensure high quality service and/or product for patrons. Communicate and enforce campus, venue, and production policies.
• Demonstrate excellent customer service skills and conflict de-escalation and resolution abilities with patrons and staff of all ages and backgrounds, recognizing various approaches are required depending on the situation. Be consistently visible and available. Resolve seating or other patron conflicts that may arise. Know when contacting management or emergency services is the right course of action.
• Ensure ADA accommodations in all event environments by confirming clear pathways, proper signage, and wheelchair seating, responding to specific requests, and broadly anticipating the unexpressed wishes of guests (and their parties) with special needs. Ensure the venue is compliant with current ADA laws by conducting regular checks of any updated relevant requirements.
• Complete pre- and post-show paperwork, incident reports, concessions close-outs, and merchandise settlements. Collect and record all vendor and service invoices for payment and inclusion on event settlements.
• Coordinate product lineup, markup, ordering and inventory, and point-of-sales needs for a profitable concessions operation. Train concessions sellers and ensure PCI compliance for staff and equipment.
• Make recommendations for process and facility improvements, keeping UtahPresents and Kingsbury Hall on the leading edge of event industry best practices.

Front of House Team Management

• Manage all part-time staff and volunteer communication, recruitment, training, and supervision. Schedule and fill work shifts per event needs.
• Schedule and conduct trainings at minimum four times per year. Lead the updating of Usher training documents/materials with focus on constant improvement and efficiency.
• Develop and maintain a volunteer usher program, recruiting motivated community members. Implement recognition program, which may include end of season parties and complimentary ticket rewards.
• Oversee payroll and timecard approval for part-time front of house staff

Event Planning

• Serve as primary front of house contact for the client for assigned events. Be proactive and present from initial planning and contracting to execution and closing. Schedule and conduct client meetings and site visits as appropriate.
• Utilize event management software to track upcoming event planning assignments, anticipate front of house services, and facilitate communication to all other UtahPresents departments.
• Communicate with all third-party front of house services including vendors, merchandise sellers, and campus service providers. Place all security orders, parking requests, ASL, Captioning, event equipment orders, etc. a minimum of four weeks in advance. Collect and record quotes for services. Serve as the department’s planning, scheduling and operational lead for third-party contracted staffing during assigned events.
• Attend meetings as required and present upcoming event documents as appropriate.

Knowledge, Abilities & Skills:

• Provide clear direction and maintain order during busy event operations, up to and including in emergencies.
• Must possess highly effective organizational skills.
• Be able to confidently operate and troubleshoot ticketing software, ticket scanners, point of sales systems, cash app readers, radios, and similar.
• Excellent email composition and verbal communication skills are essential.
• Be proficient on shift scheduling, supply ordering, and Microsoft Office software.
• Be proficient in cash handling procedures, PCI compliance, and required documentation. Be competent in basic accounting practices.
• Be familiar with current guest access policy and procedure including current ADA policy and enforcement.
• Be familiar with employee relations protocol and appropriately handing workforce concerns, escalating to management as appropriate.

Physical Abilities:

• Able to walk, sit, stand for the duration of an event. Must be able to walk up and down stairs and the ramped auditorium throughout the event.
• Must be able to lift 40 lbs. Carry and set up temporary tables, chairs, and tents.
• Must be able to speak clearly and hear or lip-read adequately.
• Must be able to work in occasionally loud environments around events or equipment.
• Must be able to work in low-light, navigating ramps and stairs.

DISCLAIMER

This job description is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Work Environment and Level of Frequency typically required

Nearly Continuously: Office environment.

Physical Requirements and Level of Frequency that may be required

Nearly Continuously: Sitting, hearing, listening, talking.

Often: Repetitive hand motion (such as typing), walking, bending, reaching overhead .

Minimum Qualifications

Bachelor’s degree (or equivalency) in a related field plus one year directly related experience or equivalency. Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience. (Example: bachelor’s degree = 4 years of directly related work experience.)

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences Additional Information

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.

The University of Utah values candidates who have experience working in settings with students and patients from all backgrounds and possess a strong commitment to improving access to higher education and quality healthcare for historically underrepresented students and patients.

All qualified individuals are strongly encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action (OEO/AA). More information, including the Director/Title IX Coordinator’s office address, electronic mail address, and telephone number can be located at: https://www.utah.edu/nondiscrimination/

Online reports may be submitted at oeo.utah.edu

https://safety.utah.edu/safetyreport This report includes statistics about criminal offenses, hate crimes, arrests and referrals for disciplinary action, and Violence Against Women Act offenses. They also provide information about safety and security-related services offered by the University of Utah. A paper copy can be obtained by request at the Department of Public Safety located at 1658 East 500 South.

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