Asst Event Space Manager, Mag

Opening
Part Time 22.5 hours Grade 051 MAG-Events
Responsibilities
GENERAL PURPOSE:
The Asst Event Space Manager contributes to the successful execution of various types of events and gatherings at Memorial Art Gallery (MAG). Provides sales and customer service support for our internal and external clients. Develops professional relationships and maintains contact with clients and vendors from planning stage to execution. Under general guidance and with latitude to exercise independent judgement performs routine and non-routine duties requiring strong project management, administrative and interpersonal skills. Perform duties of Event Space Manager, MAG in that person's absence. The Events department is heavily involved in raising revenue through event sales and fundraising to support MAG's operational needs. This role collaborates in all aspects of the annual Clothesline Festival, MAG's largest fund-raising event. Must be flexible, as this position requires many nights and weekend hours and some holidays; work schedule is driven by events calendar.
JOB DUTIES AND RESPONSIBILITIES:

1. Manage the activities of the events office with latitude for independent judgment under the general direction of the Events Manager: activities include but are not limited to supervision of staff, coordination of M&T Bank Clothesline festival, monitoring and tracking of events finances and other tasks as assigned by supervisor.
2. Manage scheduling of internal and external events in all parts of the Gallery complex. Check calendar for availability. Receive requests by various avenues (telephone, e-mail, in-house request forms and walk-in customers) and book spaces as available to maximize revenue while also considering MAG programmatic space needs.
3. Prepare and Process contracts from EMS to confirm event booking, enter all resources into EMS per event (facilities, security, docents, room rentals, any outside vendors, furniture, catering, attendance counts, deliveries, event types, comments, etc.).
4. Authorize deposits and final payments (312 requisitions, checks, credit cards, cash receipts, etc.) and invoices with authority to sign off on financial documents.
5. Review weekly events and anticipate and determine rental needs based on available in-house supply.
6. Compile, edit and check for accuracy in all created room diagrams per event and distribute to facilities and catering, update facilities room set-up book weekly, along with weekly FAMIS work order.
7. Create Event Spec Sheets, detailing all aspects of large-scale/VIP events; distribute to MAG All Staff, caterer and client (when appropriate).
8. Assist caterers by providing information pertinent to events including room diagrams and notes from clients and constant communication and coordination with caterer.
9. Follow-up with clients and process thank you letters and evaluation forms.
10. Communicate arrangements of docent-led exhibit tours to the Administrator of Volunteers to further the public's knowledge of the collection (thereby possibly gaining more members).
11. Meet with store staff to identify groups likely to affect store sales.
12. Responds to clients' requests throughout their event planning process, as well as any on-site requests during events he/she is covering.
13. Procure and establish new business for the gallery.
14. Work with corporate and private membership managers to provide leads.
15. Work with high level donors, Provost Office, U of R President and advancement staff on high level events (i.e. Garden party, Presidents retreats, Donor events) as well as county legislators, High level corporate representatives and community partners.
16. Provide potential clients with written materials to encourage booking (wedding packets, brochures, rate sheets, vendor lists and menus).
17. Heavy contact with prospective clients to sell rental space. Clients include all internal Gallery Departments, Corporate and Individual Gallery Members, UR Departments, not-for-profits and non-members (general public) who are renting or using space anywhere in the Gallery complex.
18. Boost sales with additional equipment rental such as A/V, gallery time etc.
19. Prepare overtime schedule for facilities crew and security staff.
20. Process monthly sign-up sheet from EMS for facilities crew, air handler, security, gallery access and other operational schedules.
21. Process monthly security rosters from EMS and process security request forms for any additional monthly security needs.
22. Supervise all scheduled staff during events, including security, facilities, docents and catering staff.
23. Make managerial decisions as needed and enforce & have thorough knowledge of gallery policies to ensure the safety of artwork and gallery property during events.
24. Ensure Crowd control with respect to fire safety (maximum number of people permitted in certain areas)
25. Supervise facilities staff to ensure room set-ups are completed as requested by clients (including tables, chairs, A/V equipment, cleanliness etc.).
26. Process necessary documents and perform necessary duties in support of events office event sales.
27. Maintenance of Events Office forms and informational packets.
28. Distribution of calendars.
29. Reconcile calendar with event files in drawer.
30. Create event signage and post.
31. Prepare and sign documentation including letters to clients and contracts.
32. Process necessary documents and perform necessary duties to assist the Clothesline Festival Manager in the planning/coordinating of the M&T Bank Clothesline Festival.
33. Contract all service providers needed for festival- incl's golf cart rental, porta-johns, medical services, maintaining permits, etc.
34. Assist with grounds layout and marking.
35. Answer calls and provide information to artists during application process.
36. Process deposits and refunds and requests for payments for festival expenditures.
37. Fill in for Clothesline manager in his/her absence.
38. Responsible for events email inbox/ mailbox; Clothesline email inbox.
39. Conducts Staff Events Office meeting to review upcoming week of events; update calendar with any changes.
40. Attend monthly All Staff meetings and other meetings as required.
41. Serve on committees as required, including Clothesline committee.
42. Provides input and recommendations on budgetary items.
43. Manages multiple priorities with initiative and in a timely manner, often under strict deadlines.
44. Maintains confidentiality.

Other duties as assigned
QUALIFICATIONS:
Bachelor's degree required. 1 year of relevant administrative experience required or equivalent combination of education and experience. Preferred knowledge, skills and abilities: Event planning, hospitality or project management experience; Excellent written and verbal communication skills; Ability to manage competing demands; Effective organizational skills, attention to detail, collaborator and problem solver; Committed to providing excellent customer service; Demonstrated ability to work as a member of a team; Self-motivated, proactive and ability to anticipate needs.
The University of Rochester is committed to fostering, cultivating, and preserving a culture of equity, diversity, and inclusion to advance the University's mission to Learn, Discover, Heal, Create - and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion/creed, sex, sexual orientation, citizenship status, or any other status protected by law. This commitment extends to the administration of our policies, admissions, employment, access, and recruitment of candidates from underrepresented populations, veterans, and persons with disabilities consistent with these values and government contractor Affirmative Action obligations.
How To Apply
All applicants must apply online.
EOE Minorities/Females/Protected Veterans/Disabled
Pay Range
Pay Range: $ 18.89 - $ 26.44 Hourly
The referenced pay range represents the minimum and maximum compensation for this job. Individual annual salaries/hourly rates will be set within the job's compensation range, and will be determined by considering factors including, but not limited to, market data, education, experience, qualifications, expertise of the individual, and internal equity considerations.