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University of Rochester Event Space Manager, MAG - 238668 in Rochester, New York

Event Space Manager, MAG Job ID 238668

Location Memorial Art Gallery Full/Part Time Full-Time Favorite Job Regular/Temporary Regular Opening

Full Time 40 hours Grade 053 Memorial Art Gallery

Responsibilities

GENERAL PURPOSE:

The Event Space Manager oversees the use of Cutler Union, MAG grounds and selected Museum spaces for internal programming and special events for outside groups, organizations and individuals; to generate revenue for the operations of MAG by overseeing the rental of spaces to the public. Works with other departments to ensure that accurate information is listed in both hard copy and electronic formats of tracking and communication (EMS database, calendars, UR and MAG websites and publications) regarding facilities usage and booked events at MAG. Responsible for the Clothesline Arts Festival MAG’s largest fundraising event.

RESPONSIBILITIES:

  • Manage and direct the activities of the events office with latitude for independent judgment under the general direction of the COO/Deputy Director - activities include but are not limited to providing superior customer service, supervision of staff, preparation and forecasting of annual budgets for the events department and Clothesline Festival.

  • Develops and controls multiple budgets and accounts.

  • Explore and execute activities that, where possible, reduce costs and increase revenue.

  • Oversee financial reporting for both the events and clothesline budgets including projecting and meeting revenue production goals and recommendations for expense budgets.

  • Provide COO/Deputy Director with monthly budget reports

  • Develop price quotes for customer events.

  • Strategically book rooms based on season with authority to use sliding price scale to maximize revenue.

  • Quote prices for additional needs such as catering, equipment rental and security guards. Finalize contract with customer. Collect deposit and balances due.

  • Work with M&E to produce promotional materials for site visits (photo /album, book of positive feedback forms & thank you cards)

  • Cooperate with Advancement in delivery of member or donor benefits that may involve use of event space or rental discounts.

  • Negotiate vendor agreements for products required for MAG events.

  • Work with UR and City Fire Marshals to maintain safety of clients regarding restaurant and large event traffic flow.

  • Review promotional pieces used by the Events Office to ensure they are correct and appropriate, and represent MAG brand in the highest view.

  • Ensure that appropriate actions are taken regarding issues identified by safety inspectors. Make recommendations for corrective action.

  • Hold weekly meeting for all MAG departments to share information regarding the execution of events.

  • Attend internal departmental meetings as required to assist with special events.

  • Act as main contact for outside groups wanting to use MAG parking. Manage maintenance of calendar for the Eastman Organ Initiative as it affects the gallery, working with departments for scheduling and/or programming needs.

  • Manage and schedule all internal and external events in all areas of the Gallery complex. (Average number of events per year- 700)

  • 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.

  • Enforce facilities use policies throughout the event planning process. Awareness of University and MAG policies, procedures and priorities along with maintaining the integrity of the gallery.

  • Establish and maintain effective working relationships with the public, volunteers, staff and members.

  • Meet unit and departmental goals as assigned.

  • Reinforce excellent customer service behaviors, describing, modeling and coaching for exceptional service.

  • Responsible for conflict resolution among staff or clients, managing issues using UR guidelines and listening skills, diffusing conflict.

  • Committed to meeting the unique needs of clients, providing potential clients with written materials to encourage booking (brochures, rate sheets, vendor lists, and menus). May be required to schedule appointments with prospective clients during and outside of normal business hours. 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.

  • Responsible for the smooth operation of Wedding Ceremonies, receptions and social gatherings at the MAG. The Events manager is to facilitate use of MAG space throughout the client's planning process by gaining a clear understanding of their needs with respect to event timeline and equipment required, working from conceptualization to execution.

  • Hire, supervise and prepare work schedules for the events office employees and Events Bookkeeper.

  • Approve time and attendance reports.

  • Conduct annual reviews.

  • Communicate facilities and security staff needs to cover events and building needs.

  • Oversees and supervises work of certain independent contractors, volunteers and staff members as pertains to events and events space.

  • Responsible for smooth operating relationship with Food and Beverage department while possessing necessary food and beverage knowledge. Consult with caterer regarding set-up needs, draw room diagrams, and disseminate information to all interested parties.

  • Ensure set-up of rooms are correct and timely in accordance with catering staff's preparation needs.

  • Work with Catering manager to provide information for proper staffing for events.

  • Communicate all client set-up needs to Banquet House person in a clear and concise manner.

  • Ensure a quality experience for all clients

  • Act as Chief for the Gallery during disaster program to maintain safety of clients & staff as well as the art and building itself.

  • Responsible for the planning and execution of the annual Clothesline Festival, the Gallery's biggest fundraising event involving over 400 artists, 25,000 attendees, 60 staff and 1,000 volunteers, generating nearly $190,000 in income. This includes but is not limited to:

  • Arrangement of grounds set-up for outside services.

  • Emergency services, maintenance services, security services, transportation, parking arrangements, money couriers, insurance, legal affairs, appropriate permits, food tents, media participants, etc.

  • Space assignments for artists.

  • Guide staff and volunteer training.

  • Grounds marking, troubleshooting during the festival.

  • Work with PR department to brand and re-create and update the festival image.

  • Manage budgets providing statistical and fiscal data analyses to COO/Deputy Director.

  • Evaluate Events equipment for general upkeep and safety. Make recommendations about repair and replacement options.

  • Ensure control with respect to fire safety (maximum number of people permitted in certain areas), as well as the safety of the collection in all areas displaying artwork

  • Track client satisfaction through evaluation forms

  • Other duties as assigned

QUALIFICATIONS:

  • Bachelor’s degree, preferably in business required

  • Minimum of three years in business situations requiring the need to organize activities, or equivalent combination of education and experience required

    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

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