Job Information

University of Utah Coordinator, Administrative Program in Salt Lake City, Utah

Open Date 06/07/2021

Requisition Number PRN26420B

Job Title Coordinator, Administrative Program

Working Title Coordinator, Administrative Program

Job Grade D

FLSA Code Administrative

Patient Sensitive Job Code? No

Standard Hours per Week 40

Full Time or Part Time? Full Time

Shift Variable

Work Schedule Summary

Note: The hours vary and will include weekends and evenings

VP Area President

Department 00491 - Kingsbury Hall

Location Campus

City Salt Lake City, UT

Type of Recruitment External Posting

Pay Rate Range 31600 to 45000

Close Date

Open Until Filled Yes

Job Summary

The Events & Administrative Coordinator ( EAC ) is responsible for artists services and the front of house supervision of events in Kingsbury Hall and any other spaces UtahPresents programs in or supports on behalf of the College ; completing all advance work and serving as the direct supervisor for the FOH staff at assigned events. Additionally, the EAC is responsible for providing administrative office support for the Assistant Dean/Executive Director. The EAC assists the Operations Director in support of the mission, and under the purview of the Assistant Dean, CFA /Executive Director, UtahPresents.

UtahPresents is a mission driven, non-profit, campus-based arts presenter located at the University of Utah with a focus on bringing diverse artistic and cultural experiences to the campus and the region. As stewards of the iconic Kingsbury Hall, UtahPresents provides a valuable gathering space for community events and campus partners. UtahPresents values individuals who can actively contribute to the diversity of viewpoints, cultural background, experiences, and expertise of our staff.

This position is considered Category I: Mandatory and required on campus or health care facilities to support on-site operations. Employees hired into this category will be required to be physically located at our location if they are healthy and without COVID -19 symptoms.

Responsibilities

ESSENTIAL FUNCTIONS :

•Serve as event manager for assigned events; oversees or coordinates the oversight of all event activities which may include catering, concessions, first aid, security, parking services, guest services, and merchandising

•Interface with space users to supply front of house staffing and supervision for assigned events

•Make advance arrangements and coordinate campus support services necessary to successfully execute an event

•Prepare appropriate documentation/reports in advance of each event as a resource for fellow staff and/or House Managers

•Ensure that house rules and regulations are enforced and contribute to the crafting/revising of such policies

•Learn Spektrix ticketing system and assist in Box Office

•Anticipate and implement emergency procedures

•Provides administrative support to supervisor and/or department, as directed

•Schedules appointments and maintains ED calendar

•Make arrangements for meetings, conferences, and travel

•Execute the onboarding process for new hires

•Coordinates and supports the contracting process with presented artists

•Orders and maintains supplies for department

•Develops and oversees preparation of critical reports as requested

•Tracks departmental data as directed

•Attend all appropriate departmental and campus meetings

•In cooperation with Operations team members; review applications, interview candidates and select department front of house staff in accordance with University hiring procedures

•Be a willing and collaborative participant in the department and campus community

•Other duties as assigned by supervisor

Minimum Qualifications

Bachelor’s degree in a related field plus one year directly related experience or equivalency required (2 years related work experience may be substituted for 1 year of education). Demonstrated ability to work independently, analyze and make decisions related to program content. Strong coordination and organizational skills required to prioritize conflicting deadlines. Demonstrated human relations and effective communication skills are also required.

Applicants must demonstrate the potential ability to perform the essential functions of the job as outlined in the position description.

Preferences

College degree in a closely related field and/or two to three years equivalent professional or student experience in the performing arts. Prior involvement in one of the performing arts desirable.

Knowledge, Abilities & Skills:

•Ability to manage detail and multi-task

•Excellent follow-through and attention to detail

•Ability to deal effectively with a variety of personalities and skill levels

•Ability to meet the public in an informed, assertive and hospitable manner

•Sound decision-making ability and creative problem-solving skills

•Computer skills, including Microsoft office

•Instructional and teaching skills; ability to train and work with student workers, most of whom have little or no experience

•Supervisory skills; ability to supervise a range of employees in their tasks

•Team based approach to work environment

•Must be tenacious, flexible and possess a sense of humor

•Ability to maintain a high level of confidentiality

Physical abilities:

•A steady energy level and a calm demeanor

•Must be able to withstand long hours of concentrated physical activity, including reaching overhead and lifting 25 pounds

•Physical limitations cannot totally hinder the ability to perform tasks

Disclaimer:

This job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the job.

Type Benefited Staff

Special Instructions Summary

This position is considered Category I: Mandatory and required on campus or health care facilities to support on-site operations. Employees hired into this category will be required to be physically located at our location if they are healthy and without COVID -19 symptoms.

Additional Information

The University of Utah values candidates who have experience working in settings with students from diverse backgrounds and possess a strong commitment to improving access to higher education for historically underrepresented students.

Individuals from historically underrepresented groups, such as minorities, women, qualified persons with disabilities and protected veterans are encouraged to apply. Veterans’ preference is extended to qualified applicants, upon request and consistent with University policy and Utah state law. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities.

The University of Utah is an Affirmative Action/Equal Opportunity employer and does not discriminate based upon race, ethnicity, color, religion, national origin, age, disability, sex, sexual orientation, gender, gender identity, gender expression, pregnancy, pregnancy-related conditions, genetic information, or protected veteran’s status. The University does not discriminate on the basis of sex in the education program or activity that it operates, as required by Title IX and 34 CFR part 106. The requirement not to discriminate in education programs or activities extends to admission and employment. Inquiries about the application of Title IX and its regulations may be referred to the Title IX Coordinator, to the Department of Education, Office for Civil Rights, or both.

To request a reasonable accommodation for a disability or if you or someone you know has experienced discrimination or sexual misconduct including sexual harassment, you may contact the Director/Title IX Coordinator in the Office of Equal Opportunity and Affirmative Action:

Director/ Title IX Coordinator

Office of Equal Opportunity and Affirmative Action ( OEO /AA)

135 Park Building

Salt Lake City, UT 84112

801-581-8365

oeo@utah.edu

Online reports may be submitted at oeo.utah.edu

For more information: https://www.utah.edu/nondiscrimination/

To inquire about this posting, email:employment@utah.edu (%20employment@utah.edu) or call 801-581-2300.

The University is a participating employer with Utah Retirement Systems (“URS”). Eligible new hires with prior URS service, may elect to enroll in URS if they make the election before they become eligible for retirement (usually the first day of work). Contact Human Resources at (801) 581-7447 for information. Individuals who previously retired and are receiving monthly retirement benefits from URS are subject to URS’ post-retirement rules and restrictions. Please contact Utah Retirement Systems at (801) 366-7770 or (800) 695-4877 or University Human Resource Management at (801) 581-7447 if you have questions regarding the post-retirement rules.

This position may require the successful completion of a criminal background check and/or drug screen.