Venue and Client Relations Manager, Faculty of Arts

Description

The Theatre Services within the Faculty of Arts is currently seeking a Full-time Staff Limited Term Venue and Client Relations Manager for approximately 2 years.

The Venue and Client Relations Manager is responsible for advancing the priorities of University Theatre Services (UTS) on behalf of the School of Creative and Performing Arts (SCPA). This work includes creating and executing plans to maximize the client experience in our venues, maximize the use of our facilities within our capacities, and achieve the ongoing upkeep and improvement of our facilities and equipment.

University Theatre Services (UTS) is a division within the School of Creative and Performing Arts (SCPA). The primary function of UTS is to support the academic programs of Dance, Drama and Music. UTS also provides a wide variety of production, publicity, box office and management support services to all users of the University Theatre, The Rozsa Centre including the Eckhardt-Gramatte Hall, the Boris Roubakine Recital Hall and the Joyce and Quentin Doolittle Fine Arts Studio, for both on-campus and off-campus customers. The Rozsa Centre also provides complete facilities for conferences and meetings.

The Rozsa Centre and the University Theatre are major performance venues in Calgary, serving the University's academic programs and the general public. Each year, approximately one hundred thousand visitors enjoy dance, drama, and music performances at the University which is a major contribution to the University's Eyes High strategy of engaging the community. Annually, UTS hosts approximately 2000 public events, with the University Theatre being used for 280 days, the Rozsa Centre for 280 days, the Doolittle Studio for 100 days and the Boris Roubakine Recital Hall for 100 days. All of this requires expert technical support and well-trained front-of-house staff.

The Venue and Client Relations Manager must follow the policies of the university. Day to day decision making and judgements relating to facility usage, facility and staff scheduling, financial matters, and the purchasing and maintenance of equipment are at the discretion of this position. The position contributes to the review, development and implementation of annual and long-term goals and must be aware that these decisions can affect all users of the facilities.

The Venue and Client Relations Manager will provide organizational support to on and off campus clients which may require working events and performances. The nature of this position is such that adaptability and flexibility are mandatory. Most of our clients, including faculty and students, have little or no experience when it comes to event co-ordination and scheduling so this position must have the ability to quickly identify and solve issues when they arise.

This is a high volume and fast paced position with little down time and it requires the individual to meet multiple internal and external deadlines. Each event must be scheduled to take into consideration the needs of the client, technical crew, and Front of House staff. The individual will be required to handle conflicts that require direct involvement leading to a resolution. The Manager must be aware that operational decisions made will have an impact on university departments, students, staff, and external users. This position needs to be readily available any day of the week to provide managerial support. This position reports to the Academic Production Manager.

This position is responsible for the management of all aspects of UTS; client services, venues, equipment, staff, budgets, policies and procedures. Responsibilities include planning for and maintaining annual UTS budgets; developing goals, objectives and long range strategic plans; identifying and engaging potential clients; increasing revenue generation possibilities; developing and implementing marketing strategies to promote the use of the facilities; overseeing capital equipment plans; and overseeing the booking, financial processes, and staffing for all UTS events.

Summary of Key Responsibilities (job functions include but are not limited to):

• Create and execute programming plans and client development opportunities to maximize available venue and staffing capacity when the SCPA venues are not being used for academic programs.
• Achieve annual revenue targets.
• Develop and implement a long-term facility renewal plan that includes improvements and upgrades.
• Develop and adjust capital equipment plans as needs change.
• Work with campus planning to ensure the unique requirements of the facilities are maintained and, if possible, enhanced.
• Create a positive and professional image of the University of Calgary.
• Review services provided to our clients and make adjustments as necessary.
• Analyze service delivery methods and make changes to improve.
• Work collaboratively with other units, departments, and campus partners in delivering collaborative services and/or meeting the goals of joint initiatives.
• Provide on-going communication with our clients to inform them of policy or price changes as well as new venue opportunities.
• Ensure that client calls are answered promptly (same-day).
• Provide direct supervision for specific events as needed.
• Co-ordinate equipment inventory allocation and expertise for all performances.
• Cost, order and supervise projects for clients both on and off campus.
• Work as Production Manager for clients if required.
• Maintain relationships with professional theatre and other related organizations.
• Attend conferences, networking, and other professional development opportunities.
• Exchange ideas, technologies, and equipment with professional theatres, industry suppliers and other educational institutions.
• Ensure facilities and equipment are safe, functional and available for clients.
• Ensure facility and equipment repairs are undertaken when required and maintain records for future audits.
• Develop capital replacement priorities to ensure students and staff are exposed to the latest technology possible.
• Develop facility maintenance plans which will occur during July and August of each year.
• Coordinate facility maintenance with staff holidays.
• Implement UTS budgets and ensure that revenues and expenses are monitored on a weekly and monthly basis and adjustments are made as necessary.
• Seek out new revenue streams.
• Improve operations efficiency where possible.
• Increase rates to ensure fiscal viability when warranted.
• Price out new equipment and administer capital budget lines.
• Maintain a capital equipment purchase plan for future purchases.
• Oversee accounts receivable.
• Contact clients monthly who are delinquent in their account and provide information to Accounts Receivable to ensure payment is made to the university.
• Ensure that charges are properly entered in Peoplesoft and provide prompt and accurate invoices to the client after their booking.  Any issues are to be addressed immediately.
• Supervise the Front of House Coordinator, the Venue Business Administrator, and the Booking Administrator.
• Ensure that all human resource policies set out by the University of Calgary are being followed.
• Monitor staff needs and development.
• Improve efficiency and job satisfaction where possible.
• Assist staff with goal setting, performance coaching, and development plans.
• Encourage training opportunities for staff.
• Ensure that UTS Job Profiles are current.  Submit updated job profiles for review and upload them to the U of C performance link.
• Participate in scheduling the technical staff for UTS events.
• Ensure that all timesheets have been entered and approved by the established deadlines.
• Ensure that the staff are working in a safe environment and their own responsibilities towards safety are known.
• Follow all established purchasing policies as directed by the University of Calgary.
• Ensure that purchases are properly entered in Peoplesoft and that the invoices are submitted promptly for payment.
• Reconcile purchasing card(s) by the deadline and submit all receipts promptly.
• Properly dispose of all University of Calgary assets.

Qualifications / Requirements:

• Masters or Bachelor Degree in Business or equivalent.
• Diploma in Theatre Arts and/or Theatre Administration from a University or Technical College a strong asset.
• Minimum of 5 years' experience in managerial positions in theatrical settings.
• Experience in programming, booking, promoting, marketing and executing entertainment events.
• Experience in providing leadership, direction and coaching to professional staff and direct reports.
• Budget formulation, negotiation, and control.
• Knowledge of computer programs and systems.
• Excellent written and oral communication skills.
• A proven track record of successful long-term project planning.
• The ability to schedule multiple personnel and spaces.
• A proven track record of creative problem-solving.
• Ability to co-ordinate and prioritize multiple tasks and demands.
• Familiarity with the University environment at a decision-making level is an asset.
• Experience in policy development and implementation is an asset.
• Solid knowledge of processes and requirements for mounting a stage production and knowledge of developments in technical stage equipment is an asset.
• Knowledge of computerized lighting and sound systems is an asset.

Application Deadline:  September 9, 2024.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework. 

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website. 

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ([email protected]) and requests for accommodations can be sent to Human Resources ([email protected]).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role. 

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.