Coordinator of Performing Arts Events - KCPA

Krannert Center for the Performing Arts

The Krannert Center for the Performing Arts is now accepting applications for a Coordinator of Performing Arts Events who will be responsible for the scheduling, logistical details, client relations, and budgetary oversight of non-theatrical university rental and lobby events at Krannert Center.   The Coordinator is also responsible for supporting the Events Office, administrative management of the building calendar, and working with Information Technology and Building Operations staff for scheduling and calendaring requirements related to events.

Duties & Responsibilities:

Planning and Implementing Logistical Details

• Work collaboratively with members of the Krannert Center staff and stakeholders to plan the use of the building and its physical resources while managing the building calendar.
• Lead the communication with university partners, clients, and stakeholders on the availability of Krannert Center to host their events.
• Ensure the events' success by establishing priorities, overseeing the daily workflow, liaising with the external group/client, gathering and communicating information, delegating tasks appropriately, and managing the extra-help employees hired for each event according to established university and Center policies.
• Act as a liaison between Krannert Center, University stakeholders, and non-university groups interested in Krannert Center hosting their event. Negotiate event schedules and contract provisions.
• Work independently to address all logistical aspects of events, making decisions daily--based on pre-determined budgets--on how to best allocate equipment and labor funds to meet client requirements.
• Discuss room set-ups with clients; design and create event set-up drawings.
• Manage crews, student, and graduate assistant employees' workloads by scheduling, assigning duties, and overseeing workflow.
• Run crew calls by managing work on the day(s) of set-up, event, and take down.

Administrative Oversight

• Collaborate with Building Operations to schedule attendant work and track and maintain equipment required to implement client events successfully.
• Communicate with the College of Fine and Applied Arts and University IT on needs and requirements for all Events-Office-supported building activities.
• Maintain a database of events for archival purposes, including following up to acquire client evaluations/satisfaction.
• Create event information sheets and distribute them to staff.
• Create bills for events and rental clients within established deadlines and coordinate payment collection.
• Submit payroll for hourly employees.
• Maintain paper and electronic files of event sheets, bills, and payroll records.

Training and Communication

• Oversee training of student and hourly events staff.
• As appropriate, participate in various committees and initiatives at Krannert Center, in the College of Fine and Applied Arts, and at the campus level.
• Other duties as assigned.

Minimum Qualifications:

• Bachelor’s degree in Hospitality, Marketing, Public Relations, Communications, Business Administration, Student Affairs, or a closely related field.
• One (1) year (12 months) of professional work experience in Events Planning, Conference Management, Public Relations, Communications, Marketing, or any other related field.

Preferred Qualifications:

• Demonstrated experience/expertise in calendaring spaces for a multi-use facility.
• Experience working with multiple stakeholders and levels of an organization.
• Valid Driver's License.

Knowledge, Skills and Abilities:

• Detail-oriented.
• Strong organizational skills.
• Excellent written and verbal communications skills.
• Ability to work well with multiple deadlines and priorities.

Appointment Information

This is a 100% full-time Civil Service 5009 - Events Administrator Associate position, appointed on a 12-month basis. The expected start date is as soon as possible after the close of the search. Salary is commensurate with experience.

For more information on Civil Service classifications, please visit the SUCSS web site at https://www.sucss.illinois.gov/pages/classspec/default.aspx.

Application Procedures & Deadline Information

Applications must be received by 6:00 pm (CST) on November 6, 2023. Apply for this position using the Apply Now button at the top or bottom of this posting. Application materials should include a cover letter, a current resume, and at least three references, including contact information. Work authorization sponsorship is not available for this position.  In order to be considered as a transfer candidate, you must apply for this position. Applications not submitted through https://jobs.illinois.edu will not be considered. If required by the position, transcripts or other documentation of credentials are to be provided no later than the first day of employment. For further information about this specific position, please contact Jennifer Steiling at steiling@illinois.edu. For questions regarding the application process, please contact 217-333-2137.

The University of Illinois System is an equal opportunity employer, including but not limited to disability and/or veteran status, and complies with all applicable state and federal employment mandates. Please visit Required Employment Notices and Posters to view our non-discrimination statement and find additional information about required background checks, sexual harassment/misconduct disclosures, COVID-19 vaccination requirement, and employment eligibility review through E-Verify.

Applicants with disabilities are encouraged to apply and may request a reasonable accommodation under the Americans with Disabilities Act (2008) to complete the application and/or interview process. Requests may be submitted through the reasonable accommodations portal, or by contacting the Accessibility & Accommodations Division of the Office for Access and Equity at 217-333-0885, or by emailing accessibility@illinois.edu.

Requisition ID: 1020033
Job Category: Administrative
Apply at: https://jobs.illinois.edu