Wisconsin Union Theater - Arts Business and Operations Specialist

Universities of Wisconsin•Madison, WI

1d•Onsite

About The Position

The Wisconsin Union Theater (WUT) seeks an Arts and Business Operations Specialist to support the Midwest’s premier university-based performing arts presenter. This role is crucial for maintaining efficient administrative systems, supporting financial operations, and fostering a collaborative arts environment. WUT presents 25-30 professional performing arts events annually and hosts approximately 200 rental events. It also includes Campus Arts Ticketing. The Specialist reports to the Wisconsin Union Theater Director, provides direct support to leadership, and collaborates across programming, artist services, rentals, production, patron services, and the box office. This position also acts as a liaison with Wisconsin Union Accounting, Human Resources, UW–Madison Business Services, Risk Management, and the Office of Legal Affairs.

Requirements

Three years of experience in business management and office operations.
Experience handling confidential or sensitive information.
Experience with assisting with budget preparation, data collection and analysis, and financial processes.
Strong analytical skills.
Highly organized.
Ability to manage multiple priorities and deadlines.
Proficiency in Microsoft Suite and Google Suite and comfort with learning new software systems.

Nice To Haves

Experience working in higher education or similar complex institution.
Experience in arts administration, performance venue operations, or a performing arts setting.

Responsibilities

Managing the full life cycle of artist contracts for WUT’s annual season, including contract administration, redlining, scheduling, meeting deadlines, compliance tracking, and payment coordination.
Assisting with budget preparation, financial tracking, data collection and analysis, reconciliation, and reporting.
Processing invoices, payments, purchases, and account transfers.
Supporting event settlements and close-outs.
Preparing reports and presentation materials.
Coordinating calendars, meetings, and travel arrangements.
Maintaining organized digital and physical filing systems.
Supporting purchasing card reconciliations.
Assisting with phone and email correspondence.
Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success.
Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s).
Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems.
Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies.
Serves on committees and attends meetings, representing the interests of the unit or program.