Facilities and Events Manager

Chapman University Careers•Irvine, CA

8d•Onsite

About The Position

The Facilities and Events Manager reports to the Dean of the College of Performing Arts (CoPA) and Musco Center for the Arts and plays a vital role in scheduling events, assessing event readiness, and integrating the performance calendar with other University offices to promote and increase visibility for the college. This role manages two positions: the Patron Services Coordinator and the Conservatory Operations Coordinator. An essential part of this role is managing the CoPA facilities, which includes, but is not limited to, building keycard matrix, overseeing various asset and inventory protocols, maintaining Emergency Actions Plans, and ensuring that facilities are reviewed for cleanliness and maintenance. Performs other duties as assigned. Chapman University’s mission is centered on serving our students and strengthening our campus community. Chapman believes there is significant value in an in-person workforce. Being present fosters collaboration, strengthens relationships across departments, enables us to better serve our co-workers and contributes to the student experience. It is an important part of the culture that makes Chapman a special place to work and learn.

Requirements

Bachelor’s degree in Theater Production, Technical Theater, Stage Management, or other closely related field, or equivalent combination of education and experience.
3+ Years of experience in managing operational logistics of theater productions from conception to completion.
Experience managing staff, including fostering an effective team and building strong working relationships with diverse individuals and coaching employee performance issues.
Demonstrated skills in resource management and time management, must be willing to work nights and weekends.
Solid understanding of budgets and accounting to help track expenditures.
Strong analytical and organizational skills, focusing on problem-solving and decision-making.
Strong communication and interpersonal skills to interact with diverse constituents and communicate clearly technical terms and processes to non-technical users.
Ability to interface professionally and respectfully with various levels of co-workers, external clients, and vendors, as well as donors and patrons.
Ability to troubleshoot technical and staffing issues relating to events and performances.
Understanding of legal contracts and agreements.
Attention to detail with the ability to maintain meticulous records.
Proficiency in the use of Microsoft Office Suite applications.
Strong technical skills to learn and use departmental and enterprise tools and systems.
Ability to work independently and follow through on assignments with minimal direction/instruction.
Ability to set priorities and organize work to meet multiple competing deadlines.

Responsibilities

Coordinate preparation and assessment of event readiness for all CoPA on- and off-campus events
Collaborate with the Dean and Production Manager (PM) to establish clear benchmarks and parameters to fulfill the artistic visions for each production.
In consultation with the Dean and Events and Operations, manage co-sponsored partnerships and events, including data collection on impact.
In consultation with PM, advance all events with venue staff, including reviewing all technical riders, artistic requests, and requirements to ensure expectations are met.
Coordinate and track all front-of-house tasks for events.
Administer written assessment methods (e.g., post-production surveys) to improve future productions.
Coordinate CoPA special events and/or festivals
Coordinate required liability waivers and releases.
Attend and participate in all CoPA production meetings.
Supervise the creation and maintenance of performance and academic calendars for CoPA
In consultation with PM, develop and distribute production calendars, schedules, and resources for rehearsal and performances.
Develop templates and act as a contact for production communication platforms.
Facilitate ongoing communication with Event Operations, CoPA Production Management, and Musco Center teams.
Manage Staff, including the Patron Services Coordinator and the Conservatory Operations Coordinator
Coordinate with Patron Services operations in CoPA and other university spaces to plan Front- -of-House operations and oversee the creation of seating layouts for performances.
Supervise Conservatory Operations Coordinator.
Manage facilities, assets, and implement safety and inventory policies
Oversee keycard user groups and protocols within CoPA (Persona).
Manage the CoPA audition scheduler.
Oversee with the Associate Director of Operations the asset management controls, capital expenditure requests, and asset tracking spreadsheets and tagging process.
Review and ensure all CoPA facilities are clean and well maintained, connect with various departments to complete workorders.
Coordinate with PM to develop, implement, and manage a system for materials checkout (props, instruments, costumes, etc)
Develop and maintain Emergency Action Plans for all COPA facilities.
Work with CoPA leadership teams to create and develop SOPs related to facilities and events.
Collaborate with IS&T regarding technical needs for classroom and performance locations (cameras, data storage systems, infrastructure improvements, etc.).
Perform other duties as assigned.