This is a Permanent, Full-time position.Category: Management
This position plans and manages a wide variety of high profile public performances in support of the strategic goals of the Chan Centre including researching and analyzing event requirements and developing and recommending event strategies based on multiple stakeholder needs, including the Chan Centre, artists, artist managers and audience (faculty, staff, alumnus, donors, sponsors, subscribers, general public). The position plans and manages a complex schedule of events and provides ongoing communication and feedback to the Artistic Presenting Manager, while ensuring that standards required for an internationally recognized performing arts centre are met.
Works in a very service oriented and often demanding industry with a variety of artists, artist managers and arts professionals. Incumbent must have exceptional customer service skills, highly efficient verbal and written communication, a professional demeanour, and a working knowledge of all complexities of the Chan Centre and its services as well as the various components of the performing arts.
Must be able to make decisions with financial consequences and supply and relay correct and adequate information to artist managers, UBC legal counsel, funding organizations, arts professionals and faculty/staff members.
During the performing art season, workload is fast-paced and often heavy with frequent deadlines. Flexibility with hours and some evening and weekend work is required.
Provides strategic event planning and event management for high-profile events. Evaluates the requirements of individual events, makes recommendations and negotiates prices for applicable supplies and services. Creates, executes and manages strategic and efficient plans and logistics for Chan Centre presentations and outreach events. Plans and manages complex schedule of multiple simultaneous events. Works collaboratively with various stakeholders to manage, coordinate and execute public performances.
Co-ordinates services for Chan Centre artists. Plans and manages the programming administrative details associated with Chan Centre presentations (e.g. travel arrangements, local transport, accommodations, artist hospitality requirements, draft work permit exemption letters, prepare invitations for government officials).
Drafts contracts and artist offers to contract services.
Manages the smooth transfer of information between all relevant individuals and professional organizations, including Chan Centre staff, artists and artist management to facilitate all aspects of the events (including hospitality, technical, and front of house). Liaises with all Chan Centre staff, artists, tour managers and faculty, as required.
As required, on Chan Centre Presents show days, is programming event manager backstage to troubleshoot regarding decisions that affect legal obligations, revenue projections, budget requirements, relationship with artists and artistic integrity of performances and could have a substantial impact on Chan Centre's overall budget and reputation. (Budget for a performance can range from approximately $30,000 - $100,000) Oversees programming staff, students and contract workers on show days.
Collaborates with other Chan Centre staff as required ensuring contractual and budgetary requirements are met.
For each show, develops and updates time-sensitive budget and financial reporting. Reports on financial implications of shows as programming administrative details are confirmed. Updates ticket pricing, scaling and overall ticket revenue for budget purposes
Manages and updates overall complex programming budgets and the constantly changing related revenue and expenses for a total budget of $185,000 plus.
Evaluates statistical, historical and financial information that has an impact on decision-making.
Collaborates with Marketing Manager regarding content in marketing materials to ensure relevancy and accuracy.
Negotiates and prepares contracts with external service providers.
Assists Artistic Presenting Manager and Development Officer to provide and enhance information for grant applications, donor and sponsor proposals. Works with Artistic Presenting Manager and Development Officer to create and update development-related budgets, reports and statistics. Works with Artistic Presenting Manager to prepare final reports as required by granting organizations.
Prepares and ensures payment for periodic SOCAN Tariff 4 reports on all Chan Centre presentations.
Researches topics and speakers for Chan Centre Connects outreach activities (including talks, panel discussions, and film screenings involving faculty, students and community experts).
As required, researches the artistic activities and market exposure of performing artists being considered for future presentation seasons.
Performs other duties as required
Two year diploma in Hotel Management, Hospitality, Tourism, or Event Management.
University degree or diploma, preferably in Arts Administration or with courses in performing arts, events management, programming, financial management, development, marketing, ethnomusicology and facility management preferred or an equivalent combination of education and experience.
Minimum of two years experience or the equivalent combination of education and experience. in performing arts administration preferred.
Demonstrated experience working in a professional capacity with performing artists, performing arts managers, and performing arts professionals.
Working knowledge of the performing arts including performing artists, repertoire, artists' needs and presenters' requirements.
Working knowledge of financial aspects of the performing arts including event settlements, programming development, grant applications, ticket audits, programming forecasting and budgeting required.
Knowledge of the various components of facility management.
Knowledge of hospitality practices relative to the entertainment industry and its contractual requirements while maintaining an eye for detail.
An understanding of marketing as it relates to presenting performances.
Experience in a university environment, working with the academic community and in a unionized environment preferred.
Exceptional interpersonal, organizational, financial, analytical, and customer service skills as well as effective oral and written communication skills.
Ability to work in a complex and demanding environment with a high level of attention to detail.
Ability to make decisions in a fast-paced work environment. Ability to make financial decisions.
Ability to effectively prioritize, organize, work under pressure, meet budget limitations, and deadlines and to schedule many events within the same time frame.
Creativity and demonstrated ability to function effectively within the performing arts environment.
A passion for the arts and a willingness to embrace change. Ability to establish and maintain effective and strategic working relationships.
Ability to exercise diplomacy, tact and discretion.
Ability to work independently and as a member of a team.
Working knowledge of office skills and accounting procedures and practices.
Superior computer experience required using Office programs such as Word and Excel.
Valid driver's license in good standing
Apply through UBC HR webpage.
Job posting # 30757
Closing date: Aug 25, 2018
Desired start date: Oct 15, 2018
Reports directly to the Artistic Presenting Manager and works with all Chan Centre management and staff.
Dotted line report to Co-managing Director, Programming, Marketing and Administration.
Works with a variety of international and local arts professionals, faculty, staff, students, donors, and public.
Works autonomously within the scope of approved plans and budgets. Substantial personal initiative is expected and a strong degree of independent decision-making and sound judgment is required. Reports to the Artistic Presenting Manager. Receives supervision from the Co-Managing Director- Programming, Marketing and Administration in matters related to programming administration of Chan Centre presentations and co-presentations.
Oversees work learn students and undergraduate assistants on programming work-related tasks. Supervises contract workers and students and staff on show days.
Consequence of Error/Judgement
Errors made in planning, budgeting or managing events could result in serious negative reputational, financial and public relations impacts for the Chan Centre. Expected to make decisions and recommendations impacting the Chan Centre's relationships in the community and the performing arts industry. Incorrect interpretation or communication of University positions, policy and procedures or lack of tact, diplomacy or sensitivity in dealing with artists, artist managers, and community partners could result in negative impacts on the Chan Centre.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
Salary: $52,103 min - $62,548 midpoint - $75,055 max
UBC HR website for applications.
The Chan Centre for the Performing Arts at UBC is one of North America's premier performing arts centres. It boasts three unique venues: the acoustically superb 1200-seat Chan Shun Concert Hall; the flexible Telus Studio Theatre; and the intimate Royal Bank Cinema. Central to the UBC Arts and Culture District, it has played host to local, national, and international presentations in music, spoken word, dance, theatre, and conferences, and is integral to the development of UBC School of Music and Dept. of Theatre and Film students.