Director, Campus Event Productions | California Institute of Technology - Military Veterans

Director, Campus Event Productions Caltech Job Category: Fulltime Regular Exempt Overtime Eligible: Exempt Benefits Eligible: Benefit Based Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community. Job Summary The Director of Campus Event Productions is part of Caltech's Office of Strategic Communications' senior leadership team, and reports directly to the Chief Communications Officer. The Director is responsible for all technical and logistics aspects of the three high-profile institute performance venues: Beckman Auditorium, Ramo Auditorium, and Beckman Mall. This includes daily oversight and long-range planning and strategy for all budget, maintenance, operations, scheduling, logistical coordination, ticket office operations, customer service, and technical staging and support related to the facilities and the approximately 150 events held annually. The Director supervises all relevant event production and ticket office staff. The Director is directly responsible for ensuring that the planning and execution of events supported by the event productions team occur with the highest standards of excellence. This position requires professional coordination with colleagues within OSC and across the Institute, as well as a technical knowledge and ability that equips the Director in leading a small but adept technical crew and events staff. The Director, working in collaboration with OSC's Operations and Finance Director and other operations staff, is responsible for ensuring the generation of contracts and invoices applicable to event production; prepares facility maintenance budgets; prepares and oversees the implementation of a long-range maintenance plan for equipment and facility upgrades; and maintains safety and emergency response supplies and procedures for the Caltech venues. Managing the ticket office, a front of house staff (both full and part-time roles), and a team of lighting, sound, and stage production staff, the Director also closely coordinates productions with the campus' event programming and marketing staff, as well as other curators of performing arts events. They interact with and represent the Institute with a diverse range of artists, speakers, research faculty, administrators, and on-campus staff. The Director also coordinates the scheduling calendar for Beckman Auditorium, Ramo Auditorium, and Beckman Mall. Essential Job Duties Event Production Leadership: Manage full-time production specialists and independently contracted production staff, house management staff, usher staff, and vendors providing on-site services, including responsibility for establishing schedules and managing wages, budget, and payroll records and compliance. Oversee all operations of the Ticket Office, including personnel and operations. This includes oversight of FileMaker and ProVenue/Tickets.com databases and other software and systems used to facilitate on-campus events, performances, and planning. Opportunity to assess current ticketing operations and systems and implement new system to benefit Institute operations and needs. Schedule and lead advance production planning for each event with lecturers, artists, artist representatives, and event sponsors and/or producers on and off campus. Schedule and ensure staffing for load-ins, technical rehearsals, dress rehearsals, and post-show strikes in coordination with artists booked for appearance. Plan and manage backstage technical operations and front of house audience services for all performances, events, presentations, and auxiliary uses scheduled in Beckman Auditorium, Ramo Auditorium, Beckman Mall, and other campus locations as necessary. Ensure that all agreed upon artist, lecturers and others' contract obligations are met. Initiate and implement plans and/or trainings to enhance current operating systems and infrastructure in auditoriums and the offices of public programming and campus event productions. Facilities Management: Develop a short- and long-range facilities maintenance and upgrade plan for both auditoriums, with a keen focus on campus needs, the audience experience, and the continued needs and requirements for creating a professional hybrid experience. Maintain event calendars and a database of event information for all scheduled events in Beckman Auditorium, Ramo Auditorium, and Beckman Mall. Coordinate procedures for the protection and physical safety of audience, artists and staff, performance space, and equipment during performances and rehearsals. Develop and maintain first aid and emergency response plans and supplies for the auditoriums and offices of public programming and campus event productions. Arrange acquisition and/or rental and delivery/pick up of equipment, supplies, and services for auditoriums and events, which may include driving a personal vehicle to vendor locations. Notify security and custodial departments of events taking place in Caltech auditoriums and coordinate services as needed. Financial Oversight: Develop event budgets and initiate and oversee implementation of all public programming/event productions expense and billing transactions, contractual agreements, and financial reporting. Working collaboratively with the operations and finance director and other senior staff, develop financial projections, procedures, and reports. Maintain ultimate responsibility for ensuring that contracts, invoices, and costs associated with events in the auditorium or mall are appropriately budgeted and tracked, and that costs are fully allocated as needed. Financial and budget management also includes overseeing all deposits and adjustments to accounts using the WIC process, and collaborating with the business manager and staff on the production of financial reports, budget forecasts, and management of the gift and endowment accounts for the department. Establish cost estimates and supervise capital rehabilitation projects. Perform work in accordance with Institute and regulatory agencies' (e.g. OSHA) safety standards and practices. Other duties as assigned. Basic Qualifications 7-10 years of experience supervising a performing arts production team, ability to work well with students performers and presenting organizations, artists and their representatives, vendors, and internal groups. Demonstrated ability to practice and adhere to organizational values Working knowledge of production scheduling, lighting, sound, staging, rigging, theatrical design, and applicable computer skills. Experience managing budgets and overseeing implementation of accounting practices. Advanced skills in performing arts services, auditorium event support and services, and general stagecraft. Knowledge and experience in all aspects of music, dance, and technical theatre, including lighting, sound, stage design, and capital project installations. Effective communication/interpersonal skills (verbal & written), and the ability to provide direction and guidance to other employees. Must possess exceptional customer service skills. Ability to work calmly under pressure and deal with a broad spectrum of personalities. Knowledge and familiarity with the operation of current technology in theatrical lighting, sound, and rigging equipment. Knowledge of various computer software programs including Filemaker Pro, Microsoft Office suite, and CAD drafting (AutoCAD, Vectorworks, or equivalent). Comfortable with database applications, ability to learn and work with new database platforms. Self-motivated, flexible, and able to prioritize and meet deadlines. Physical strength to lift up to 50 pounds on a daily basis, including moving stage sets and props, audio equipment, and lighting equipment. Agility to bend in all directions, climb stairs and ladders, squeeze with arms and hands, and operate machinery, including hand tools and electronic instruments. Ability to work nights and weekends. Preferred Qualifications 15-years' experience in performing arts and theatrical venue management. Required Documents Resume To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Copyright 2022 Jobelephant.com Inc. All rights reserved. Posted by the FREE value-added recruitment advertising agency jeid-6b1260bf75f09645ac4441ed01649741