Assistant Director, Event Services

Denver, CO, United States

Apply now Job no: 497248

Work type: Staff Full-Time

Location: Denver, CO

Categories: Events, Business Operations / Services, Admin / Executive / Office Support

Division: Newman Center

Position Summary

Reporting to the Director of Business & Operations, the Assistant Director of Event Services is responsible for successfully managing all rental events and coordinating the use of the Newman Center space. The Assistant Director oversees the rental client experience from inquiry to event financial reconciliation and ensures a quality, efficient experience for all. This position assists with the management of daily operations, supervises event employees, coordinates with other Newman Center staff areas (production services, ticketing, patron services, artistic operations, advancement, marketing), and provides input on the development and implementation of policies for these areas. The position is responsible for creating the annual external and internal event budgets and monthly forecasting, in collaboration with the Director of Business & Operations.

Essential Functions

Business Development and Revenue Generation

Responsible for managing the largest revenue generating department at the Newman Center, representing 60-70% of the division’s annual earned revenue.

Actively pursues new business opportunities for the Newman Center in collaboration with the Executive Director and Marketing.

Identify and pursue relationships with new clients including promoters and commercial clients to generate revenue opportunities

Draft deal terms with clients for review by Executive Director

Budgetary and Financial

Provide information from scheduling software, historic trends and current prospective opportunities

Draft budget for Event Services operation in coordination with Director of Business Operations.

Event Management & Operations

Develop and maintain strong relationships with repeat clients, providing excellent customer service and attention to detail. Work with clients to suggest ways to design their events to best take advantage of the venues and other assets of the Newman Center and University.

Schedule and coordinate between all events that take place in NCPA, including external and university rental clients, the Newman Center Presents series, Lamont School of Music, and the DU Department of Theatre.

Oversee, create and implement policies and procedures for use of Newman Center venues by internal and external clients.

Ensure Event Services department returns phone calls and emails in a timely manner and provide potential clients with specific information relating to booking their event, i.e. available dates, rates and fees, insurance requirements, etc.

Supervise University and externally contracted event personnel in performing tasks necessary for the coordination, execution and settlement of commercial events.

Preside at production meetings with Newman Center staff and create open communication and cooperation with Lamont School of Music, Theatre Dept., Sodexo, Campus Safety, Risk Management, Facilities, Budget, and Custodial departments regarding scheduling and events. Provide updated reports for such meetings.

Supervise and manage high-profile events including but not limited to, Chancellor and Provost level events.

Request maintenance and repairs in common areas to maintain the appearance of the building

Review and update the Event Management Handbook on a regular basis; conduct event management training and advise on general event management for staff as needed

Identify best practices and trends in the industry and adapt Event Services procedures accordingly

Supervision and Leadership

1 full-time Event Manager

1 part-time Event Specialist

3 part-time Managers on Duty (direct supervision from Event Manager position)

Serve as a leader within the Division: model professionalism, effective communication and excellent customer service. This includes upholding elevated standards in terms of event execution and the reputation of the Newman Center.

Coach and develop staff to navigate challenging circumstances including conflict management and communication.

Contributes to the maintenance of good working relationships with all members of the University community, and other duties as assigned.

Proactively seeks professional development opportunities and be informed on best practices in the performing arts and event management industries

Knowledge, Skills, and Abilities

Ability to manage/supervise a large staff of part-time workers.

Excellent computer skills, including event management software; Microsoft Excel (arithmetic functions), Teams, Word, Outlook

Knowledge:

Industry Knowledge: Familiarity with the industry the company operates in, including market trends, competitors, and potential clients.

Sales and Marketing Principles: Knowledge of sales techniques, marketing strategies, and customer acquisition methods.

Business Acumen: Understanding of business principles such as profit margins, pricing strategies, and revenue generation.

Skills:

Communication Skills: Strong verbal and written communication skills to effectively convey ideas, negotiate deals, and build relationships with clients.

Networking Skills: Ability to establish and maintain relationships with clients, partners, and stakeholders.

Problem-Solving Skills: Capacity to identify challenges, propose solutions, and overcome obstacles in the business development process.

Strategic Thinking: Ability to think critically and develop strategic plans for business growth and expansion.

Time Management: Effective management of time and resources to prioritize tasks and meet deadlines.

Abilities:

Proactive Approach: Capacity to take initiative and drive business development activities independently.

Adaptability: Ability to adapt to changing market conditions, client needs, and Newman Center goals.

Team Collaboration: Capability to work collaboratively with cross-functional teams such as production, patron services, ticketing, marketing, and other stakeholders.

Preferred Knowledge, Skills and Abilities

Certified Event Planner

Momentus software experience

Experience in Higher Education

Experience with VIP clients and high-profile guests and/or donors

Required Qualifications

Bachelors degree or equivalent in Arts Administration or in related field, OR equivalent experience.

3-5 years coordinating and implementing large-scale public assembly events.

Two years of experience supervising professional staff

Preferred Qualifications

3-5 years direct experience working in show production, facilities or theatre operations: or equivalent combination of education and experience preferred. Previous experience and/or training in a venue.

Master’s Degree or equivalent experience

5 years of experience managing events in an academic setting

Standard office environment for administrative tasks. Moderate level of movement around the venue, often at a quick pace.

Unexpected interruptions occur often and stress level is moderate to high.

Noise level is quiet to moderate.

Physical Activities

Ability to sit in front of a computer for an extended period of time.

Frequently required to move about the office/campus with the capability of transporting objects up to 20 lbs.

Work Schedule

Office hours are Monday - Friday, 8:00 a.m. - 4:30 p.m. Must be available to work nights/weekends. Position is eligible for flex time.

Application Deadline

For consideration, please submit your application materials by 4:00 p.m. (MST) May 24, 2024.

Special Instructions

Candidates must apply online through jobs.du.edu to be considered. Only applications submitted online will be accepted.

Salary Grade Number:

The salary grade for the position is 10.

Salary Range:

The salary range for this position is $65,000 - $75,000.

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate’s sex or any other protected status.

The University of Denver offers excellent benefits, including medical, dental, retirement, paid time off, tuition benefit and ECO pass. The University of Denver is a private institution that empowers students who want to make a difference. Learn more about the University of Denver .

Please include the following documents with your application:

Resume

The University of Denver is an equal opportunity employer. The University of Denver prohibits discrimination on the basis of race, color, national origin, ancestry, age, religion, creed, disability, sex, sexual orientation, gender identity, gender expression, marital status, pregnancy, genetic information, military enlistment, or veteran status, and any other class of individuals protected from discrimination under federal, state, or local law, regulation, or ordinance in any of the University's educational programs and activities, and in the employment (including application for employment) and admissions (including application for admission) context, as required by Title IX of the Education Amendments of 1972; the Americans with Disabilities Act; Section 504 of the Rehabilitation Act of 1973; Title VI and VII of the Civil Rights Act of 1964; the Age Discrimination Act of 1975; the Age Discrimination in Employment Act of 1967; Equal Pay Act; Colorado Equal Pay for Equal Work Act; the Colorado Protecting Opportunities and Workers' Rights ("POWR") Act; and any other federal, state, and local laws, regulations, or ordinances that prohibit discrimination, harassment, and/or retaliation. For more information, please see the University of Denver's Non‑Discrimination‑Statement .

All offers of employment are contingent upon satisfactory completion of a criminal history background check.

Advertised: April 17, 2024

Applications close: May 24, 2024

Browse our knowledge base for help with frequently asked questions or submit a ticket

The University of Denver Annual Security and Fire Safety Report is available. This report includes statistics from the previous three years concerning reported crime that occurred on campus, in certain off-campus buildings or property owned or controlled by the University of Denver campus and statistics for fires in University housing. The report also includes institutional policies concerning campus security and other safety information along with fire safety policies and procedures. You may obtain a hard copy of this report by contacting the Department of Campus Safety or by accessing the following website: https://www.du.edu/campussafety/clery-act

University of Denver is proud to be ranked

among the top five Best Employers in Colorado

#J-18808-Ljbffr