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Job Description / Duties

Responsibilities:

• Provides senior administrative support to the Academic Department Manager, Productions & Operations who is responsible for the delivery of production & operational service.
• Acts as the first point of contact for students, staff, faculty, instructors, technicians, Directors, Designers, and responds to inquiries, provides information and support as required.
• Assists with project management: creating and communicating production calendars, schedules, budgets, cost estimates, approvals, etc.
• Assists with financial tracking of all project-based, productions & operations expenditures, tracking and reconciliation, asset management: inventory control of capital and minor assets, purchasing and tracking of ‘stock’ production expendable items (musical equipment and repair, hardware, lumber, paint supplies, gaffer tape, batteries, other items associated with this discipline, etc.)
• Works collaboratively with the HR and Financial Partners at the Faculty level in order to support the Chairs with Fine Arts (Art & Design, Drama, and Music) in processing expenses associated with Endowments and other funds as determined by the ADM, Fine Arts and ADM Production & Operations.
• Assists in the administration of petty cash for Production & Operation.
• Processes purchase requisitions, purchase orders, invoices, and contract for services, through Supplynet. Includes setting up new vendors through billing module, process receivables invoices, track receivables.
• Collect monies (fees, deposits, donations, AR payments, etc.), gift-in-kind, writes receipt, prepares deposit sheets and deposits funds accordingly.
• Request Credit cards for new staff as required and performs credit card verifications and reconciliations. Reviews individual transactions and supporting documentation for accuracy, compliance to policy and appropriate authorizations.
• Liaise with MFA Directing students and instructors teaching performance-based classes to compile a list of in-house productions for each term, monitor audience sign-up lists to ensure guidelines are being followed.
• Special projects: Policy and Procedure development, infrastructure renewal, capital purchases
  HR Administration: coordinate paperwork for beginning and ending of recurring production positions, process hiring of all casual staff for Fine Arts, theatre, Convocation Hall, Winspear and Life Models, includes building schedules for Life Models for instructors in Art & Design.
• Processes honorarium payments for guest artists/musicians as required.
• Coordination of the Safety Management System {document hazard assessment and rating, support policy and procedure formulation, training (including documenting training), communication systems (communiques, bulletin boards), emergency preparedness and response, incident investigation reporting, coordination and documenting inspections of all production spaces, monitoring and maintaining system effectiveness
• Coordinate with Marketing: distribute production contact lists, consolidate program credits, publicity photo shoots, archival video capture and storage

Qualifications / Required Skills

Qualifications & Experience:

• Business Administration Diploma or Undergraduate Degree (equivalency considered in the professional environment of theatre, music, art & design)
• One to two years experience in an academic environment and experience in arts administration/management.
• Excellent communication and interpersonal skills
• Assets include experience working within a post-secondary environment, production and stage management, event coordination, and contract negotiations.
• Health & Safety training (first aid and CPR)
• It is essential that the holder of this position has strong interpersonal skills, understands the working of and equipment needed in the production of music events and theatrical productions. The successful candidate must understand the importance of quality work, for example allowing ample time for piano(s) tuning, and precision set-up, and stage requirements. Music and/or theatre background and stage production experience strongly preferred.

Additional Information

COVID-19 Vaccination: Proof of full vaccination against COVID-19 in compliance with the University’s COVID-19 Vaccination Directive. Fully Vaccinated means a status an individual achieves 14 days after having received the recommended number of doses of a COVID-19 vaccine approved by Health Canada or the World Health Organization, and requires the individual to maintain the recommended number and type of vaccine doses as updated and required by Health Canada thereafter.

Salary: $53,288 to $71,948 per year

Contact Information

Link to careers website below: https://www.careers.ualberta.ca/Competition/S110046814/

Employer Profile

Tier 1 Canadian Teaching and Research University