This is a Permanent, Full-time position.Category: Production
Job ID: 18721
Location: Vancouver, Point Grey Campus
Employment Group: Management and Professional (AAPS)
Job Category: Conf, Accomm, Ceremonies & Events
Classification Title: Conf, Accom, Ceremonies, Level D
Business Title: Production Manager
VP/Faculty: Faculty of Arts
Department: Chan Centre for the Performing Arts
Salary: $62,010 - $74,441 (annual)
FT/PT: Full Time Ongoing: Yes
Desired Start Date: August 1, 2014
Closing Date: July 16, 2014
To be responsible for managing all aspects of event management, production scheduling, production training, safety and first aid. Directly oversees the Production Clerk, Head Stage Technician, Head Lighting Technician, and Head Audio Technician as well as casual stage hands.
Provides services to a campus wide network of students, faculty members, and units as well as a regional, national, and international client base.
- Communicates with and advises the Theatre & Film Department, Faculty of Music, and the Ceremonies and events office as well as all other University
- Communicates with and advises outside clients. This includes clients from outside the UBC community, including managers of performing arts organizations, promoters, producers, and event organizers.as well as numerous internal stakeholders.
- Works with multiple service providers in order to ensure the smooth delivery of services.
- Works closely will Chan Centre administrative staff, front of house, finance, programming, marketing, production staff.
- Oversees the full time and hourly Technical Staff
- Managing all aspects of the day to day operations of the Event Planning and production staff scheduling.
- Responsible for establishing operational systems and managing them to ensure delivery of efficient and cost effective, high quality services to arts presenters, promoters, and other organizations renting the venues, as well as users from the University community and for Chan Centre Presentations.
- Reinforcing the role of the Chan Centre through an in-depth knowledge of the individual and unique requirements for event planning in concert with non-UBC Arts and Cultural Organizations and performers.
- Composing and distributing detailed event notes to appropriate staff ensuring efficient and effective execution of each event.
- Attending weekly booking meetings of Chan Centre staff to assemble and disperse all pertinent event details.
- Liaising with programming, front of house, and ticketing departments to ascertain and clarify client needs and to ensure client requests are in accordance with Chan Centre policies.
- Researching and implementing systems for continued improvements for the Chan Centre and its Customers.
- Advising, negotiating and formalizing the customer's requirements for each event.
- Works with the clients, staff, and outside service providers to ensure that all negotiated details are met to the satisfaction of the client and to the high standards of the Chan Centre.
- Liaises with other UBC departments including the School of Music, Department of Theatre and Film, Food Services, Ceremonies, and Conference Centre.
- Works with the Events and Customer Services Manager to respond to complaints and concerns of the clients, patrons and audience and resolving these complaints to the satisfaction of all concerned.
- Issuing pre-show estimates in a timely fashion and overseeing post-show billing to clients for Chan Centre Production Services
- Preparing and managing budgets for labour and supplies.
- Participation in yearly updating of policies as outlined in Chan Centre's schedule of rates.
- Advising Co- Managing Director, Facilities, Operations, and a Ticketing regarding implications pertaining to Union Negotiations.
- Organizing work allocation pertaining to Union Agreements.
- Performs performance appraisals on an annual basis for direct reporting staff.
- Developing and maintaining business relationships with suppliers and University Facilities Staff.
- Manages and reviews the cost efficiency of the Production Services with a view to streamlining for the highest efficiencies.
- Working with the Systems Administrator to further develop a computerized pre-event reporting system to enhance and streamline current basic computerized system.
- Negotiating contracts and managing the ordering from suppliers, contractors and agencies .
- Advising production staff on all customer service issues.
- Responsible for the Hiring, Training and, if necessary, discipline, of full time and casual Stage Technicians.
- Offers suggestions to the Co- Managing Director, Facilities, Operations, and a Ticketing for capital spending.
- Coordinating and conducting venue tours for rental clients, event planners and VIPs.
- Working with the RCMP and UBC Security in cases where VIP and high profile events require special security needs.
- Has signing authority on Stage, Lighting, Audio, Safety, and First Aid budgets
- Performing other related duties as required.
- Provides strategic direction and structure for the department
- Provides production and systems expertise to UBC directors, senior administration, department heads and faculty
- Manages functions, systems and operations by directing and implementing programs consistent with established goals, objectives and policies
- Oversees development of policies, procedures and objectives for the production department.
- Creates and fosters a work environment where staff are motivated to excel
- Communicates university, Chan Centre and human resources policies and ensures compliance
- Initiates production management strategies and cost-efficient operations to ensure overall Chan Centre and UBC objectives
- Researches and analyzes trends and new developments in production management by attending relevant seminars, conferences and maintaining membership in industry-related associations
- Recognizes new developments in technology and anticipates organizational modifications. Ascertains financial viability of possible options.
- Manages and directs troubleshooting activities when production systems problems occur
- Establishes long-term needs for techncial systems and plans strategy for developing processes
- Negotiates, oversees and finalizes the purchase of any technical equipment within three defined budget areas.
- Advises the Co- Managing Director, Facilities, Operations, and a Ticketing with respect to union negotiations.
- Ensures effective control procedures are implemented and adhered to for materials handling and reporting within the department
- Ensures fiscal accountability for five defined budget areas.
- Prepares budgets, analyzes financial reports and makes necessary operational adjustments to maximize the departmental revenue generation and cost-efficiency
- Ensures exemplary customer service is provided by staff at all times to accommodate the needs of all clients, subscribers and patrons
- Develops and maintains policies with the Front of House and Production departments to comply with patron access safety as well as to provide operational and cost-efficiency for the Chan Centre and clients
- Identifies opportunities to improve services, make recommendations and implement necessary changes
- Helps, at all times, to ensure the security of the building and safety of patrons and clients.
Reports to the Co- Managing Director, Facilities, Operations, and a Ticketing. Operates with considerable autonomy and independence.
Oversees the management of the Production Services Staff.
Undergraduate degree in a relevant discipline. University graduate in the Arts field or equivalent combination of education and experience. Minimum of five years experience or the equivalent combination of education and experience. At least five years of progressive experience in most aspects of the performing arts and the associated proudction and customer service requirements. Proven experience and in-depth knowledge of all aspects of the performing arts and solid background in operations and event management. Proven experience with varied needs of clients, performers and audiences. Extremely organized and detailed orientated Leadership and staff motivational skills. Effective oral and written communication, interpersonal, customer service, problem solving and supervisory skills. Working knowledge of accounting principles. Above average computer skills working in Microsoft Excel, Outlook, Access, and Vector Works (or Autocad). Must be able to work flexible shifts including early morning, evenings, and weekends. Valid BC License required
Consequence of Error/Judgement:
Consequences of error require decisive action in crisis management situations. The position represents the best interests of the Chan Centre and the University and ensures customer satisfaction and safety. Excessive or inadequate scheduling could result in poor customer services, affecting the reputation of the Chan Centre and causing the loss of return clients and patrons, and could increase the cost of operation of the Chan Centre. Lack of safety of the clients and patrons could result in the legal liability of injury costing the Chan Centre and the University financial loss and deterioration of the public perception of the University.
UBC hires on the basis of merit and is strongly committed to equity and diversity within its community. We especially welcome applications from visible minority group members, women, Aboriginal persons, persons with disabilities, persons of minority sexual orientations and gender identities, and others with the skills and knowledge to productively engage with diverse communities. All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
Salary: $ 62,010 - $ 74,441
UBC HR dept
job # 18721
follow the on-line application procedure
ATD/Head Lighting Technician
The Chan Centre is a 3-venue performing arts facility, hosting UBC academic and non-academic performances, events, and ceremonies; as well as professional productions and community groups; and producing a small season of concerts.