Direct Reports: Event Services Supervisor and Event Staff
Job Summary: The Event Services Manager is responsible for the coordination of all activities of the Event Services staff and provides the necessary support for the entire ArtsQuest Center team. This position is responsible for the effective operation and administration of the Safety and Event Services Department, and the facility and its events, while delivering a high-quality customer service experience for all ArtsQuest constituents.
Job Responsibilities: Management of Staff, Building and Events: -Assist the Director of Event Services with the supervision and direction of Event Services staff in the daily operations of the department. -Responsible for the safety of guests/clients/performers/vendors/staff thru the use of facility and event set up, safety inspections and the implementation of effective crowd management strategies. -Assist the Operations, Hospitality, Marketing, Performing Arts and Production Departments with the management of events. -Assume “Manager on Duty” roll as assigned on weekly work schedule. The “Manager on Duty” is responsible for the overall management of the Event Staff and facility as it pertains to safety and event services, and in some cases acts as the overall Event Manager. The Manager on Duty works collaboratively with department leaders and the Event Staff Supervisors to manage events and staff, and resolve issues. -Collaborate with the Director on the interviewing, selection, and training of all Event Staff. Assist with the management of the staff including policy enforcement, staff reviews, and continued training. Manage staff uniform order and payment process. -Coordinate and prepare weekly Event Staff Schedules with the Director of Safety and Event Services based on business needs; work collaboratively with other departments to ensure adequate coverage for the building, events and activities; establish and maintain positive working relationships inter-departmentally, with coworkers, and supervisors. -Manage payroll scheduling and processing program on a bi-weekly deadline for all Event Services Department part-time employees; work collaboratively with the Finance Department and Director of Safety and Event Services to ensure accurate accounting of all employee payroll hours. -Assist the Director and Supervisors with the management of the parking lots and traffic control on the ArtsQuest campus. -Oversee in-house Valet operation when necessary including the scheduling and supervision of staff, valet equipment set up, and valet captain duties including cash handling and closing reconciliation. -Assist with department finance duties that pertain to each event including Levitt Pavilion cash donation collection and processing, and cash float distribution and collection to vendor points of sale during festivals. -Assist Director with the scheduling of police officers and payment processing for applicable events. -Maintain event staff labor schedule and invoicing for the opening and closing of the Hoover Mason Trestle. -Perform routine walk-through safety and cleanliness inspections of the facility, parking areas and event locations, addressing any concerns immediately as required. -Provide assistance with the cleanliness and orderliness of the facility when necessary including emptying trash cans & recycle bins, cleaning restrooms, refilling supplies, and cleaning up spills as needed. Customer Service -Consistently promote a positive, professional image of ArtsQuest; provide excellent customer service at all times. -Answer general questions; assist and provide information to volunteers and staff; -Act as a sounding board for guests' concerns; troubleshoot and solve problems that arise; defuse issues while remaining calm under stressful situations; handle guest requests and concerns promptly and with courtesy. -Provide ADA services and information to guests with disabilities. Training and Administration -Coordinates CPR certifications for the department and organization. -Maintain and update departmental forms and files, and other administrative functions as necessary. -Distribute facility information, schedules and updates either electronically, in print or verbally when needed; maintain efficient and effective flow of information with staff, guests, and all internal departments; answer telephones, and relay messages as necessary. -Operate a variety of office equipment, including, but not limited to, computer, fax machine, multi-line telephone system, voice mail system, internet, and stereo system; perform routine preventative maintenance on all office equipment; -Handle additional duties as needed or assigned by management.
Note: This job description should not be interpreted as all inclusive. It is intended to identify the major responsibilities and requirements of this job.
Work Culture: ArtsQuest has a culture of CARES; Creativity, Adaptability, Risk Taking, Evaluation and Sustainability; In order to be successful at ArtsQuest you must be willing and able to take ownership, and make significant contributions to the success of the organization: ?We value a collaborative work style as well as the ability to work cross-functionally. ?We not only work in an office environment in close vicinity with other staff members, across multiple buildings, we also work outdoors in all types of weather during festivals and events ?We sometimes work long and unusual hours, including evenings, weekends and holidays.
FLSA Status: Exempt
ArtsQuest is an Equal Opportunity Employer
Knowledge, Skills and Abilities Required: - Associates or Bachelors Degree in related field preferred and/or combination of 2-4 years industry experience in a multi-purpose venue setting involving Safety and Event Services, Venue Management or Customer Service. -Previous experience with supervision of a large staff, staff scheduling, payroll and cash handling preferred. -Proficiency with Microsoft Office Suite, i.e. Word, Excel, Power Point, Outlook; experience with scheduling software or web platform or other time and attendance/payroll system or Raiser’s Edge a plus. -Ability to multi-task, detail-oriented, and able to problem solve in order to effectively deal with internal and external customers; organized, accurate and cooperative; an excellent manager of time and priorities; must be able to process information quickly and stay organized. -Ability to follow and communicate clear and concise instructions and work at a very quick pace, think on feet, particularly during events and other functions. -Ability to work full time hours during a variety of operating hours which are often subject to change; to include nights, weekends and holidays as needed between the hours of 6:00 AM and 2:00 AM; ability to work safely for extended periods of time both indoors and outside in all types of weather including heat, cold, snow, and rain. -First Aid, Adult/Child CPR, and AED certifications, or ability to obtain within first 3 months of employment. -Must possess a positive and upbeat personality with a desire to deliver outstanding customer service to our guests; friendly and personable; self motivated, energetic, organized, and flexible. -A team player; must work well with others; strong interpersonal skills, including diplomacy and empathy; ability to work with guests, clients, and other team members in order to exceed customer expectations. -Required to have a thorough knowledge and understanding of building policies, procedures and event requirements. -Required to have a thorough knowledge of our membership programs and their benefits; familiarity with our sponsors and donors a plus. -A valid driver’s license and reliable transportation; the ability to travel between buildings as needed periodically throughout all hours of operation, during festivals and events; ability to travel as needed as required by the job. -Ability to read, write, speak and understand the English language at a level adequate to perform the job; bi-lingual in Spanish or Chinese a plus. -Must be able and willing to do what it takes to get the job done!
Physical Abilities Required: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
While performing the duties of this job, the employee is regularly required to communicate, either verbally and/or in writing. The employee frequently is required to stand and walk for extended periods of time; use hands to finger, handle or feel; and reach with hands and arms. The employee frequently is required to lift up to 25 pounds frequently, up to 50 pounds occasionally, with or without reasonable accommodation.
Employee is frequently required to travel between our facilities, all within 1 mile of one another using reliable transportation as well. Employee may be required to travel offsite for business meetings as needed.
Ability to work inside, behind a desk; ability to stand and walk for extended periods of time; ability to lift items up to 50 pounds occasionally and up to 25 pounds frequently with or without reasonable accommodation or assistance.
Employee must have the ability to work for extended periods of time on a computer, talk on the telephone, kneel, stoop, bend, lift, push, pull, pinch, grip, reach over head, reach away from body, and perform repetitive motion tasks; talking, seeing, hearing, smelling, feeling (identifying objects by touch), depth perception and color vision; ability to work both indoors and outdoors in all types of weather as needed.
The following qualities are desirable, but are not required: • A passion for the arts, music and cultural programs. • Experience working in a non-profit environment.
Additional Salary Information: Salary and Benefits:
A salary range has been established and will be discussed with qualified candidates. Salary will be commensurate with experience. Benefits include medical, term life, and disability insurance, as well as a 403(b) retirement plan. We offer a generous paid time off policy as well as discounts on select visual arts and education programs, concerts, comedy and cinema, festivals and events.
ArtsQuest is a Bethlehem-based nonprofit dedicated to presenting music, arts, festivals, cultural experiences and educational and outreach programs that aid in economic development, urban revitalization and community enrichment. Through festivals such as its flagship event, Musikfest; the Banana Factory Arts Center; and the ArtsQuest Center and SteelStacks arts and cultural campus, ArtsQuest’s programming reaches more than 1.5 million people annually. The organization’s programs and events, approximately 65 percent of which are free to attend, have a combined economic impact of more than $100 million annually in the region.