| Job Summary/Basic Function: |
The Associate Director of Client Services is responsible for the entire production of all events at ExtraMile Arena, to include Athletics, Campus, Community, and Entertainment events. This encompasses fulfilling all lighting, sound, video, and other technical requirements as well as preparing event outlines, coordinating equipment distribution, disseminating information, labor & equipment billing, and monitoring the backstage area. Additionally, the position is responsible for the operation and maintenance of electronic audio/video systems and equipment.
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| Essential Functions: |
Client Service/Event Management
As the primary Arena contact for event clients:
● Coordinates and fulfills facility resources and services necessary for successful execution of direct and indirect event activities.
● Reviews, coordinates and fulfills client requirements as requested (labor, equipment, supplies & services).
● Communicates facility capabilities and provides building maps and tours.
● Communicates relevant policies and monitors/ensures compliance.
● Compiles event information in database for internal staff reference and verified and reviews for accuracy.
● Debrief event challenges, problems and successes with internal staff and vendors/contractors in weekly meetings.
● Maintains a database/contact list of local service providers, vendors or suppliers commonly utilized by clients (doctors, dentists, hotels, massage therapists, chiropractors, rental equipment, etc.).
● Initiates, negotiates and executes agreements with service providers, vendors or suppliers.
● Coordinates pickup/delivery arrangements or reservations for equipment rentals and purchases of expendable/consumable supplies on behalf of client or for Arena events.
● Completes and submits paperwork or electronic work orders to University departments in a timely manner to arrange for event services and/or equipment (FO&M, OIT, vendors).
● Coordinates with Chartwells for any catering food and setup requirements, and/or coordinates with event caterer for requirements if these services are provided directly by client.
● Coordinates with Arena Box Office to verify temporary seating is setup accurately (as sold).
● Communicates with Executive Director and Director of Production Services to ensure event requirements are fulfilled, discuss relevant issues, problems, questions or concerns.
● Communicates with client as appropriate in relation to an emergency situation in the building.
Venue Management
● Acts as Manager-On-Duty for Arena for events as assigned.
● Attends internal and external department meetings to represent Arena (event planning, facility administration, operations, et. al.).
● Monitors industry trends and developments to identify ways to enhance training, employee performance, execution and the functioning of events and the facility utilizing available industry resources to maintain and develop best practices.
● Develops and implements service and operational procedures to ensure efficient and effective task processes.
● Designs and develops the provisioning of appropriate work methods, tools and/or devices.
● Monitors inventory on a proactive, timely basis to avoid shortages.
● Inspects facility prior to event move-in to ensure all client spaces are prepared for event.
● Maintains positive and open communication with Arena staff, University employees and vendors to foster positive relationships and enhance the image of the facility through actions and communications.
● Monitors Arena and other University schedules to identify/avoid event or space use conflicts and communicates with Business Operations Department to coordinate and resolve.
● Reviews drawings and/or specifications necessary for event setups or system design, installation and use.
● Responds to problems in the Arena and fulfilling requests for building access.
● Responsible for all aspects of the event production cycle (preparation, setup, performance, tear- down and restoration).
● Works in conjunction with BSU Risk Management, Environmental Health & Safety and utilizes available industry resources to maintain and develop best practices, methods/procedures, manuals and policies.
● Works in conjunction with BSU Human Resources for hiring, changes in employee classification, dismissals and performance evaluations.
● Works in conjunction with Morrison Center and Student Union department staff for maintenance/development of the Event Worker pool.
● Works in conjunction with Student Union Conference Services, Technical Services and OIT staff for providing audio/visual, phone and data services.
● Support of Arena IT needs and operations.
● Responsible for design and operation of professional A/V services to include but not to exclude, Sound design and configurations, LED Video board setup and maintenance.
● Sharing of responsibilities to ensure network and phone systems are maintained and operational.
Financial
● Prepares accurate estimates and invoices for labor and equipment for event financial settlement with client.
● Authorizes payments from ExtraMile Arena for labor and equipment.
● Monitors event budgets. Recommends and implements cost saving strategies on behalf of Arena and/or client.
● Approves event services, rental and purchase invoices and provides for event settlement.
● Monitors and reconciles discrepancies in costs and estimates for compliance with event budget or variance approval.
● Monitors catering costs for compliance with catering budget or variance approval.
Staff Management, Supervision & Pool Development
● Manages, maintains and supervises Production “Stagehands” (Event Workers), to provide this service to clients, scheduled upon request.
● Establishes, maintains and communicates performance standards on an ongoing basis. Holds staff accountable for attendance, performance.
● Conducts employee orientations. Establishes and communicates work schedules, work assignments and tasks.
● Maintains, develops or obtains training materials, manuals, criteria, topics; establishes training schedule; conducts and provides training as appropriate, maintains appropriate records.
● Conducts performance evaluations according to University required intervals.
● Reviews and ensures accuracy of employee timesheets; reviews and approves employee vacation requests; and monitors and approves overtime, comp-time.
Other
● Participate in Arena Event Management Meetings.
● Takes leadership and maintains flexibility in working with other staff members, employees, clients and University partners.
● Maintains open communication, proper image, and generates positive public relations with athletes, performers, clients, patrons and staff.
● Maintain compliance with Arena standards, values and missions.
● Perform other duties as assigned.
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