SCHEDULING AND RENTALS MANAGER

Location
College Park, Prince Georges, Maryland
Posted
May 22, 2014
Closes
Jun 26, 2014
Function
Management, Marketing
Hours
Full Time
SCHEDULING AND RENTALS MANAGER
The Clarice Smith Performing Arts Center
University of Maryland at College Park
Salary:
$48,800 to $55,000
Best Consideration Date:
May 30, 2014
Position starting date:
ASAP

Scope of Responsibility:   The Scheduling Manager oversees all requests for use of space within the Clarice Smith Performing Arts Center, by the Resident Units (Center Management; Michelle Smith Performing Arts Library; School of Music; School of Theatre, Dance, and Performance Studies), campus and non-campus users. The Scheduling Manager negotiates and constructs license agreements for renters of space within the Clarice Smith Performing Arts Center. The Scheduling Manager serves as liaison between the Maryland-National Capital Park and Planning Commission and the Center as it relates to space usage. The Scheduling Manager serves as liaison between scheduling software provider, Dean Evans & Associates Inc. and the Clarice Smith Performing Arts Center and serves as consultant to all users of this software within the Center, conducting periodic training sessions when necessary.

Essential Job Functions:
1) Manages the scheduling of all Center-managed spaces:

a) Resident Producing Units – Center Management; Michelle Smith Performing Arts Library; School of Music; School of Theatre, Dance, and Performance Studies; and Visiting Artists Program.

i) Oversee the submission of requests by resident units 21 months prior to the beginning of the fiscal year. Work with designated point-person in each resident unit to resolve conflicts between parties wishing to use the same spaces, help competing parties align their interests, and assemble all requests in a coherent and viable schedule of events for the next academic year. Enter all confirmed information into Event Management System (EMS).

ii) Review all on going space requests received by the Scheduling Office, gathering preliminary event information and assessing availability of space.

iii) Ensure resident partners’ compliance with scheduling-related Center Council policies (e.g., “Normal” Patterns of Venue Use, Limitation on Venue Dates, etc.).

iv) Collaborate with Event Services Manager, Manager of Guest Experience, and production shop heads to assess availability of requisite event staff and equipment against event requests.

v) Update the Event Management System and keep appropriate stakeholders abreast of changes to events and event needs.

vi) Equip event producers with information for Center resources available to assist in the successful execution of their event.

vii) Update the Recitals Manual and collaborate with School of Music staff on the recital schedule sign-up dates, ongoing changes to recital and rehearsal times, recital fee structure, and other recital-related concerns.

viii) Collaborate on the Center’s use of resident partner space (e.g., holding areas, etc.).

b) The Maryland-National Capital Park and Planning Commission (M-NCPPC).

i) Serve as the primary liaison for M-NCPPC to schedule the use of the Prince George’s County Room and Office.

c) Department of English and College of Arts & Humanities Departments.

i) Manage all requests for use of Ulrich Recital Hall in compliance with the terms outlined by the Center’s agreement with the Department of English

ii) Construct usage agreements with College of Arts & Humanities departments using Ulrich Recital Hall free of charge without Center support and equip those departments with information for available resources to assist in the successful execution of their event.

2) Manages the rentals of all Center-managed spaces:

a) Provide potential renters with necessary information for the process of renting and using space within the Center.

b) Manage a positive customer relations operation with potential and current rental clients.

c) Respond to rental inquiries, identify and negotiate needs of renters, discuss and suggest appropriate venues.

d) For special events, liaise with the University President’s Office, Office of Special Events, and College of Arts & Humanities to manage a positive rental experience and event process.

e) Collate production information necessary for the creation of a License Agreement including space, staffing, technical, equipment, and ticketing needs.

f) Negotiate License Agreement and act as liaison between the renter and the Event Services, Guest Experience, and Marketing areas of the Center.

g) Collaborate with the Campus Legal Department to ensure compliance with all campus, state, and federal regulations related to contracting, insurance liability, and sales tax.

h) Manage routine survey of rental clients to assess customer satisfaction and report results.

i) Oversee and manage the rentals billing and invoicing process; track deposits, final payments, and all other financial matters pertaining to the rental of Center space. Produce a document of final costs and work closely with the Associate Director, Finance and Administration in the production of invoices to be sent to renter via the University Bursar’s Office.

j) Reconcile each month the rental revenues and expenses budget line.

k) Annually develop the rental income estimate and provide monthly forecast and year-end projection reports to the Director of Finance & Administration for the purposes of budget and tracking progress and meeting the goal.

l) Together with the Director of Finance & Administration, derive strategies for increasing rental revenue.

m) In collaboration with the Marketing department, generate all marketing and solicitation information for the rental program via the Center’s website and other media.

n) Collaborate with M-NCPPC to facilitate the use of the Center by M-NCPPC and County-sponsored groups.

i) Track the M-NCPPC rent credit, maintain an accurate list of users who receive County support, and report periodically on the account.

3) Administer the Event Management System (EMS) database:

a) Liaise between Center users and Dean Evans and Associates.

b) Maintain the EMS database and work with EMS support to resolve user problems.

c) Train all new users of EMS and work with departments to illustrate new and expanded capabilities of the database.

d) Oversee the administration of Virtual EMS and EMS Web Client components, coordinating with resident partners and Center departments to ensure user satisfaction.

e) Serve as the Center representative to the EMS Campus partnership among other UMD departments, coordinating annual payment of the EMS Annual Service Agreement.

f) Coordinate routine software updates and troubleshoot technical problems in collaboration with appropriate IT staff members.

4) Contribute to effective Center Operations:

a) Facilitate the weekly Event Coordination Meeting and annual meetings to solidify requests between resident partners for performance venues and dressing rooms.

b) Assist with the season production calendar management via the annual Season Production and Analysis Meeting (SPAM), quarterly production changeover meetings, and the Visiting Artist Program Season Production Planning process.

c) Serve as the Center representative to the Campus Event Management Team meetings.

d) Manage building openings and closings with Department of Public Safety, collaborating with Center resident partners regarding their needs for building openings.

e) Serve as the secondary contact for the Police Auxiliary contract:

i) Liaise between resident partners and Center Management regarding security issues and concerns.

ii) Conduct security meetings/walkthroughs as necessary.

f) Provide routine Upcoming Events reports to UMD Transportation, Facilities Management, Housekeeping, and Publications.

g) Coordinate with other Center departments and units to provide data reports

h) Proof marketing materials for accuracy regarding event dates, times, and venues.

i) Proof Center calendar against regular distribution of updates to Center Marketing & Communications department’s Master Document.

j) Assist the Center’s Development department reporting by providing annual event and usage data reports (e.g., Cultural Data Project, Maryland State Arts Council, etc.).

k) Report on and respond to data requests regarding Center norms.

5) Supervise the Scheduling Office Graduate Assistant who holds the following responsibilities:

a) Create, maintain, and communicate the schedule of School of Music student recitals.

b) Serve as a point of contact for external renters of the Center venues.

c) Generate standard rental contracts and communications with rental clients.

d) Receive and process reservation requests from internal and external constituents.

e) Facilitate communication with Production Coordinators and other service departments.

f) Assist in the maintenance of an accurate and current event database.

g) Aid the Scheduling Manager in other projects, as needed.

Minimum Qualifications:

- Bachelor of Arts

- 3-5 years progressive professional experience in a position with project, event management, venue booking and/or venue scheduling responsibilities

- Experience with negotiating or processing contracts, legal documents or vendor agreements

- Superior organizational and communication skills

- Experience creating and implementing operational systems within a complex organization

- Available to work weekends and evenings as needed

Decision Making: The Scheduling Manager must exercise good judgment and deal effectively with deadlines, changing priorities and must be able to anticipate, avoid or effectively dissipate problem situations.

Authority: The Scheduling Manager has the authority to expend Center funds when appropriate and within a range. The Scheduling Manager may negotiate contracts and when circumstances warrant, cancel contracts. The Scheduling Manager supervises and monitors one direct report, a full-time Graduate Assistant.

Communications:
The Scheduling Manager must possess excellent communication skills. The Scheduling Manager should foster an environment of open communication among the Center departments and across the Center resident partners. The Scheduling Manager should communicate effectively with both campus and non-campus users of the Center.

Collaboration and Relationship Management: The Scheduling Manager is vital not only to securing logistical operations of the Center’s annual production calendar but also to nurturing positive relationships among the various event producers within the Center. The Scheduling Manager is responsible for maintaining positive customer relations with all Center stakeholders, including campus departments, student organizations, and local and national event producers.

Conduct: As a member of the Clarice Smith Performing Arts Center Finance and Administration team, it is incumbent upon the Scheduling Manager to: project a consistently positive image to the campus, community and constituents, create and maintain a productive environment where people strive for quality service that is supportive and empowering of constituents and staff; foster a commitment to achieving both Center and University goals; conduct his/herself in a professional manner as a representative of the Clarice Smith Performing Arts Center; and promote the highest standards of academic, personal, and professional integrity.

QUALIFICATIONS:
Minimum:

- Bachelor of Arts

- 3-5 years progressive professional experience in a position with project, event management, venue booking and/or venue scheduling responsibilities

- Experience with negotiating or processing contracts, legal documents or vendor agreements

- Superior organizational and communication skills

- Experience creating and implementing operational systems within a complex organization

- Available to work weekends and evenings as needed

TO APPLY:
   Submit application online at EJOBS.UMD.EDU. Include cover letter, resume, and names and contact information of 3 professional references. Best Consideration Date: May 30, 2014. For more information about the University of Maryland, please visit maryland.edu.

The University of Maryland, College Park, actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee or applicant because of race, age, sex, color, sexual orientation, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, or political affiliation. Minorities and women are encouraged to apply.