Microsoft-outlook Careers in rochester ∙ Page 1

• Assist in developing strategic plans and lead their implementation, ensuring all operational standards are met.
• Benchmark and set pricing for space and equipment rentals.
• Assist with the preparation and tracking of annual budgets.
• Responsible for scheduling main hall and reservable rooms utilizing EMS scheduling system.
• Identify, source, & manage capital projects and purchases.
• Cultivate and maintain strong collaborative relationships with internal and external university partners, including the RIT School of Performing Arts.
• Develop and implement University Arenas process templates related to EMS Campus reservation approvals and service request workflows.
• Approval and guidance for preventive, planned and project maintenance. Maintain accurate capital inventory and equipment maintenance records.
• Create, implement, and manage venue usage guidelines & policies.
• Ensure venue consistently meets highest aesthetic/cleanliness standards.
• Manage venue access control and serve as the Key Coordinator.

• Lead the booking, planning, and execution of non-SPA events, coordinating with venue clients and defining needs for events.
• Negotiate, prepare, and distribute cost estimates, contracts, and settlements to clients.
• Create and communicate event layouts, protocols, and supporting documentation for all events to relevant service providers.
• Determine, control, and adjust event costs and staffing levels.
• Determine and procure all RIT and non-RIT services for events.
• Share in manager-on-duty responsibility for event-day logistics; coordination and execution of all applicable services.
• Assist in the development and implementation of security plans to manage crowds and venue access. Source, assign, and monitor Contract Security officers in consultation with RIT Public Safety.
• Maintain emergency procedures for guest safety, proactively enforcing all relevant policies.
• Assist UA Business Development in actively promoting and securing external bookings to meet or exceed annual operating budgets.

• Recruit, train, supervise, discipline, recognize, and evaluate professional & student staff.
• Implement comprehensive customer service training programs for staff and students, dedicated to achieving service excellence for all event attendees and clients.
• Responsible for monitoring staff morale, ensuring excellent teamwork, and taking appropriate action as needed.

• Remain current and knowledgeable with industry best practices.
• Carry out special assignments as requested.

• Portrays the highest level of professionalism in all aspects of daily operations and interactions.
• Proficiency with managing revenue and expenses.
• Strong communication and collaboration skills.
• High attention to detail and follow-up; excellent planning and organization skills.
• Considerable customer service experience, interacting and engaging with clients and guests in an event or arts venue setting.
• Broad understanding of the Performing Arts landscape, including Theater Management and Front-of-House Operations
• Familiarity and understanding of technical theater production, including lighting, sound, and stage management.
• High level of efficiency with Event Management Systems (EMS) or other scheduling applications.
• Ability to engage employees, customers and university officials in a way that creates an environment where customer satisfaction is critical to the success of the operation.
• Ability to take initiative and independently plan, organize, coordinate, and perform work in complex situations with competing priorities.
• Ability to understand, review, and interpret legal and risk management policies, compliance expectations, and university guidelines and procedures.
• Ability to manage and maintain confidential and private information and records.
• Experience with, courses completed in, or ability to complete, select FEMA Incident Command System (ICS) courses. Ability to play a lead role in managing emergency situations within the venue.
• Demonstrated maintenance and/or renovation project management experience.
• Computer proficiency with Microsoft Outlook, space scheduling and layout design programs; and time keeping, talent management, and staff scheduling technology platforms.
• General knowledge of basic office equipment including telephone, personal computer, printer, fax machine, photo copier, and calculator.
• Proven ability to negotiate and manage relationships with vendors, service providers, renters, and performing arts producers/presenters.
• Ability to work extended days, evenings, and weekends on a consistent basis.

• Advanced degree in Arts Administration, Arts Management, Theater/Sport/Facility Management, Business Administration or similar degree that prepares the candidate for work in arts management and/or administration.
• Experience working with event producers and event planners strongly preferred.
• Experience in arts management in a higher education setting.
• Familiarity with emerging technologies as they relate to arts administration.
• Membership and participation with the Association of Performing Arts Professionals (APAP) or International Association of Venue Managers (IAVM).

The University Arenas department encompasses the management and operation of the largest and most prominent event venues at RIT, consisting of over 400,000 square-feet with a combined event capacity of over 12,000.  These venues host a diverse range of events, with attendance ranging from 25 to 6,500 people and totaling over 300,000 annually. The department's responsibilities also include sales, marketing, event programming, agriculture production, ecological conservation, major concert promotion, and the RIT Box Office.

• Gene Polisseni Center
• Gordon Field House & Activities Center
• Lobozzo Alumni House
• Music Performance Theater
• Tait Preserve (including the Leenhouts Lodge and the Field Station)
• University Gallery