Facilities and Events Manager

Chapman University; Irvine (CA); On-site; USD 72,000 - 78,000; Full time

Job summary

Chapman University seeks a Facilities and Events Manager to support the College of Performing Arts and Musco Center for the Arts. The role schedules events, assesses readiness, and integrates the performance calendar with other University offices to promote visibility for CoPA.

The manager oversees two positions—the Patron Services Coordinator and the Conservatory Operations Coordinator—and maintains facilities, assets, safety policies, inventories, and Emergency Action Plans.

Qualifications

• Bachelor’s degree in Theater Production, Technical Theater, Stage Management, or related field.
• 3+ years of experience in managing operational logistics of theater productions.
• Experience managing staff and building strong working relationships with diverse individuals and coaching employee performance issues.
• Willingness to work nights and weekends.
• Solid understanding of budgets and accounting to help track expenditures.
• Strong analytical and organizational skills.
• Strong communication and interpersonal skills.
• Ability to interface professionally with co-workers, external clients, and vendors.
• Proficiency in Microsoft Office Suite applications.
• Ability to work independently and meet multiple deadlines.

Responsibilities

• Coordinate preparation and assessment of event readiness for all CoPA on- and off-campus events.
• Collaborate with the Dean and Production Manager to establish benchmarks to fulfill artistic visions for each production.
• Advance all events with venue staff and review technical riders and requirements to ensure expectations are met.
• Coordinate and track front-of-house tasks for events.
• Administer post-production surveys to improve future productions.
• Coordinate CoPA special events and festivals and manage liability waivers.

Skills

Event planning

Stakeholder management

Time management

Communication

Problem solving

Microsoft Office

Education

Bachelor's degree in Theater Production or related field

Tools

CAD programs

Job description

Please see Special Instructions for more details.

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

This position also requires:

• DMV background check will be required.
• Some evening and weekend work is necessary.
• Ability to travel to and from off-campus performances and events.
• Ability to attend CoPA related events.

Position Information

Position Title

Position Title Facilities and Events Manager

Position Type

Position Type Regular

Job Number

Job Number SA94124

Full or Part Time

Full or Part Time full-time 40 hours weekly

Fair Labor Standard Act Classification Exempt

Anticipated Pay Range

Anticipated Pay Range $72,000 - $78,000

Pay Range Information

Chapman University is required to provide a reasonable estimate of the compensation range for this position. This range takes into account a variety of factors that are considered in making compensation decisions, including experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. Salary offers are determined based on the final candidate’s qualifications and experience, as well as internal equity and other internal factors. The anticipated pay range is not a promise of a particular wage.

Position Summary Information

Job Description Summary

The Facilities and Events Manager reports to the Dean of the College of Performing Arts (CoPA) and Musco Center for the Arts and plays a vital role in scheduling events, assessing event readiness, and integrating the performance calendar with other University offices to promote and increase visibility for the college. This role manages two positions: the Patron Services Coordinator and the Conservatory Operations Coordinator. An essential part of this role is managing the CoPA facilities, which includes, but is not limited to, building keycard matrix, overseeing various asset and inventory protocols, maintaining Emergency Actions Plans, and ensuring that facilities are reviewed for cleanliness and maintenance. Performs other duties as assigned.

Chapman University’s mission is centered on serving our students and strengthening our campus community. Chapman believes there is significant value in an in-person workforce. Being present fosters collaboration, strengthens relationships across departments, enables us to better serve our co-workers and contributes to the student experience. It is an important part of the culture that makes Chapman a special place to work and learn.

Responsibilities

Coordinate preparation and assessment of event readiness for all CoPA on- and off-campus events

• Collaborate with the Dean and Production Manager (PM) to establish clear benchmarks and parameters to fulfill the artistic visions for each production.
• In consultation with the Dean and Events and Operations, manage co-sponsored partnerships and events, including data collection on impact.
• In consultation with PM, advance all events with venue staff, including reviewing all technical riders, artistic requests, and requirements to ensure expectations are met.
• Coordinate and track all front-of-house tasks for events.
• Administer written assessment methods (e.g., post-production surveys) to improve future productions.
• Coordinate CoPA special events and/or festivals
• Coordinate required liability waivers and releases.
• Attend and participate in all CoPA production meetings.

Supervise the creation and maintenance of performance and academic calendars for CoPA

• In consultation with PM, develop and distribute production calendars, schedules, and resources for rehearsal and performances.
• Develop templates and act as a contact for production communication platforms. Facilitate ongoing communication with Event Operations, CoPA Production Management, and Musco Center teams.

Manage Staff, including the Patron Services Coordinator and the Conservatory Operations Coordinator

• Coordinate with Patron Services operations in CoPA and other university spaces to plan Front- -of-House operations and oversee the creation of seating layouts for performances.
• Supervise Conservatory Operations Coordinator.

Manage facilities, assets, and implement safety and inventory policies

• Oversee keycard user groups and protocols within CoPA (Persona).
• Manage the CoPA audition scheduler.
• Oversee with the Associate Director of Operations the asset management controls, capital expenditure requests, and asset tracking spreadsheets and tagging process.
• Review and ensure all CoPA facilities are clean and well maintained, connect with various departments to complete workorders.
• Coordinate with PM to develop, implement, and manage a system for materials checkout (props, instruments, costumes, etc)
• Develop and maintain Emergency Action Plans for all COPA facilities.
• Work with CoPA leadership teams to create and develop SOPs related to facilities and events.
• Collaborate with IS&T regarding technical needs for classroom and performance locations (cameras, data storage systems, infrastructure improvements, etc.).
• Perform other duties as assigned.

Required Qualifications

• Bachelor’s degree in Theater Production, Technical Theater, Stage Management, or other closely related field, or equivalent combination of education and experience.
• 3+ Years of experience in managing operational logistics of theater productions from conception to completion.
• Experience managing staff, including fostering an effective team and building strong working relationships with diverse individuals and coaching employee performance issues.
• Demonstrated skills in resource management and time management, must be willing to work nights and weekends.
• Solid understanding of budgets and accounting to help track expenditures.
• Strong analytical and organizational skills, focusing on problem-solving and decision-making.
• Strong communication and interpersonal skills to interact with diverse constituents and communicate clearly technical terms and processes to non-technical users.
• Ability to interface professionally and respectfully with various levels of co-workers, external clients, and vendors, as well as donors and patrons.
• Ability to troubleshoot technical and staffing issues relating to events and performances. Understanding of legal contracts and agreements.
• Attention to detail with the ability to maintain meticulous records.
• Proficiency in the use of Microsoft Office Suite applications.
• Strong technical skills to learn and use departmental and enterprise tools and systems.
• Ability to work independently and follow through on assignments with minimal direction/instruction.
• Ability to set priorities and organize work to meet multiple competing deadlines.

Desired Qualifications

• Proficiency with industry-standard CAD programs.
• MA/ MFA in a related field.

Special Instructions to Applicants

At Chapman University, we believe collaboration thrives through in-person engagement. This position is fully on campus, and employees work alongside colleagues, faculty, students, and staff each day to support our vibrant university community.

Chapman University is an equal opportunity employer that provides equal employment opportunities to all individuals, regardless of their protected characteristics. All qualified applicants and employees are encouraged to apply and will receive consideration for employment without regard to race, color, religion, age, sex, sexual orientation, gender identity, gender expression, national origin, ancestry, citizenship status, physical disability, mental disability, medical condition, military and veteran status, marital status, pregnancy, genetic information or any other characteristic protected by state or federal law.

Applicants for Staff and Administrator positions must be currently authorized to work in the United States on a full-time basis.

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.

Minimum Number of References

Minimum Number of References 3

Maximum Number of References

Maximum Number of References 5

Pre-screening Questions

Required fields are indicated with an asterisk (*).

Required Documents

• Resume
• Cover Letter

Optional Documents

• Letter of Recommendation 1
• Letter of Recommendation 2
• Letter of Recommendation 3
• 3 References Listed on One Page

MAIN CAMPUS
One University Drive
Orange, CA 92866
[phone]

RINKER HEALTH SCIENCE CAMPUS
9401 Jeronimo Road
Irvine, CA 92618

© 2019 CHAPMAN UNIVERSITY

The offer of employment is contingent upon satisfactory completion and outcomes of a criminal background screening, and returning to the Office of Human Resources a signed original acceptance of the Chapman University Agreement to Arbitrate.