Job location: Colby College

Employment Type: Part-time
Posted data: 2021-06-17
Req: R0000492
Job DescriptionDepartment:Diamond Family Center for the ArtsPay Rate Type:HourlyEmployee Type:Job Summary:The Arts Office
Part-Time (25 hours per week, 10 month), Non-Exempt, Hourly, Staff Appointment

The Arts Office is seeking an event operations specialist with demonstrated experience working as part of multidisciplinary arts team in order to deliver local, immersive, and live arts events. The specialist will have an extraordinary attention to detail, while still working under deadlines, and have experience handling multiple, concurrent projects with a collaborative approach. In-depth knowledge of event operations with attention to details including: safety, security, and a basic knowledge of a/v technologies, visual and performing arts production.

Reporting to the program manager, this benefits eligible position will oversee particular tasks throughout the program planning process and focus on planning and supporting events of varying sizes and purposes. This position will understand the logistics of everything within the allocated budget and ensure that the events are carried out smoothly. The specialist may also create promotional materials and advertisements to spread awareness about events to the public. The specialist will provide a supportive role to the Arts Office team by helping with the planning, set-up, execution, and closing of the events.

We encourage inquiries from candidates who will contribute to the diversity of our College, including its cultural and ethnic diversity.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES:

• Provide onsite oversite of day to day activities of the Arts Office
• Maintain and update the master calendar for the venue(s)
• Assist director with the planning, set-ups, and scheduling coverage for the Arts Office events
• Plan event details and aspects, including seating, reception, hospitality, setup, catering, and guests
• Ensure delivery of the highest quality event and act on client feedback
• Collaborate closely on event production with a focus on operations, safety, security, and guest experience
• Provide constant, efficient communication between all parties, ensuring information is accurate and delivered in a timely fashion
• Work with Facilities Services to ensure proper event set-up and coordination of events
• Attend and supervise events; address problems that may arise
• Develop and maintain collaborative working relationships with vendors, artists, and Colby staff
• Monitor department budgets and recommend adjustments as needed
• Creating reliable financial reports and collecting payments on time
• Maintain a working knowledge of the complex needs of a wide variety of events
• Create promotional materials to spread awareness about events to the public
• Provide administrative support to the Arts Office including conducting research and preparing correspondence, reports, and other materials
• Coordinate information management, including recordkeeping, databases, and office files
• Serve as office receptionist, answering telephones, greeting visitors, responding to inquiries, and scheduling appointments
• Supervise the student office staff
• Perform additional duties as assigned; duties, responsibilities, and activities may change at any time with or without notice

QUALIFICATIONS:

• A high school diploma or equivalent required; professional coursework or post-secondary education are a plus
• Three or more years of previous event or administrative professional experience
• Knowledge of performing and visual arts; some knowledge of audio/visual technologies desired
• Talent for successful event execution
• Meticulous record keeping, attention to detail, accuracy, and budgeting skills are required
• Excellent interpersonal, communication, and organizational skills with a high level of motivation and initiative
• Ability to work independently and think critically about how to continuously improve our organizational impact through better processes, structures, and relationships
• Ability to learn Colby systems for communications and administrative management
• Commitment to creating a culture of inclusivity
• Ability to be an adaptive learner, pushing beyond established areas of expertise in order to seek new and diverse content
• A passion for community and civic engagement work; mission driven
• Highly developed computer skills including extensive experience using Microsoft Office Suite, email and web applications, Google applications, as well as an interest in and ability to learn new programs

KEY RELATIONSHIPS:

This position has significant interaction with the Arts office, vendors, community partners, artists, guests, Office of Campus Events, Facilities Services, Department of Art, Museum of Art, and Lunder Institute for American Art staff.

WORKING CONDITIONS/PHYSICAL REQUIREMENTS:

General open office and campus environment. Position involves sitting, although frequent movement is necessary.. Computer usage involving repetitive hand/wrist motion is also necessary. Some evenings and weekends required based on event schedule.

TO APPLY:

Interested candidates should apply electronically by clicking the "Apply" button on the Colby Careers website. Please submit a letter of interest, resume, and the contact information of three professional references. Materials should be addressed to:

Event Operations Specialist - Search Committee
Office of Human Resources
Colby College
5500 Mayflower Hill
Waterville, ME 04901-8855