Event & Marketing Coordinator for Art & Art History, Music, Theatre & Dance

BASIC FUNCTION:

Assist with coordinating and marketing department productions and events.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Support the Departments of Art & Art History, and Music, Theatre & Dance as follows:

Department Events Coordination

• Oversee scheduling of studio, rehearsal, and visiting artists workshop spaces, including receiving and responding to requests for space from offices across campus.
• Supporting departmental lectures (advertising, promotion, honorarium payment, reserving spaces, etc.).
• Post weekly rehearsal schedules and schedule of classes in art studios.
• Coordinate audition sign-ups, communicate audition expectations, post cast and company lists.
• Coordinate Studio Art Freshmen Review sign-up, Studio Art Junior Review with SRYou Day Events, and Senior Studio Art Honors Thesis and Senior Studio Art Juried shows marketing and event planning.
• Schedule all department performances and rehearsals on 25Live.
• Secure rights for music and theatre scripts used in department productions.
• Purchase and/or rent music, scripts, etc. for each performance.
• Assistance with loan agreements and related correspondence necessary for borrowing artworks for exhibits.
• Put all department performances, exhibitions, lectures, and events on the Salve Events calendar, and communicate necessary information (performance times, locations, ticket information, etc.) to appropriate offices on campus.
• Set up ticketing for each event on Localist and oversee ticket sales on the platform and also by phone. Staff box office for each event with work study students.
• Assist with marketing for each department event, including website updates and social media requests.
• Secure photographer and videographer for department productions and exhibits.
• Organization and ordering for department receptions and events, including food and refreshment orders, pick-ups, and related on-site preparations.
• Distribute photographs and video footage to appropriate faculty, guest artists, and students, and load videos to YouTube channel as directed.
• Work with Design Services on posters, postcards, and programs for each exhibition, visiting artist lecture/workshop, and production. Assist with gathering necessary information, proofreading and photocopying for event programs and gallery press materials.
• Help to promote, market, and sell departmental publications.
• Pick up posters, postcards, and programs from the Copy Center and distribute them around Newport, across campus, and deliver to Casino Theatre.
• General support of programming and information distribution both on campus and in the community, including the maintenance of email lists.
• Write press releases and share them with appropriate offices for each department event.
• Plan and manage ticketing, transportation, etc. for cultural and educational travel events and departmental excursions.
• Secure locations, catering, and internal advertising for student-centered community building events such as fall Meet & Greets.
• Work with departments in support of achieving departmental goals and initiatives.

Auditions/Student Recruitment

• Set up the database for high schools and private sector performing arts programs (including dance studios).
• Answer requests for information from prospective students and work with Admissions to coordinate auditions and recruitment events. This includes preparing logistics for faculty, supervising work study students that support the audition efforts and ensuring parents are informed and their questions are answered.
• Report audition results to Salve Admissions.
• Escort potential students and parents through our facilities and answer questions about the programs - highlighting the advantages of being a Salve student.
• Secure student support for department representation at admissions events.
• Support Studio Art faculty attending National Portfolio Day recruiting events. Assist in arranging transportation, travel, distributing recruitment materials to faculty. Support any reimbursement needs post-travel.

Contracts

• Responsible for all guest artists and guest residency contracts. Create, send, and make sure all paperwork is signed.
• Make flight reservations, hotel reservations, and ground transportation for guests.
• Oversee contracts needed for rental costumes and/or sets. See to their preparation and post to the appropriate vendor for signature.
• Write contracts for guest artists, including: directors, accompanists, restagers, master classes, and choreographers for the fall and spring academic year.
• Process check requests for guest artists and faculty members.

Requirements:

Required :

• A high school diploma or GED is required with at least two years of previous secretarial experience.
• Must be proficient in MS Office software and database and institutional network systems.
• Must possess good oral and written communication, interpersonal and organizational skills, managing a variety of tasks efficiently and in a timely manner across a diverse University community.
• Must have the ability to learn other computer software programs

Preferred :

• Previous experience in an educational setting preferred.

Additional Information:

Salve Regina University offers generous benefits to eligible employees including (waiting periods apply):

• health, dental and vision coverage available on the first of the month following date of hire
• 403(b) retirement plan through TIAA with employee and employer contributions as well as access to advising services
• long-term disability coverage
• employer-paid life and AD&D insurance
• up to 100% free tuition at Salve for eligible employees and qualified dependents
• robust wellness program and free access to the on-campus Fitness Center

Other available benefits include:

• supplemental life insurance for employees and dependents
• supplemental insurance coverage through Aflac
• Tuition Exchange scholarship program. Application available for qualified dependents of eligible employees working full-time
• discounted pet insurance through ASPCA
• student loan forgiveness assistance program (SAVI)
• discounted auto and home insurance through Liberty Mutual
• employee Assistance Program through Coastline EAP
• flexible spending health and dependent care accounts
• health savings accounts
• 529 collegebound saver program

For more detailed information on Salve's benefits, visit https://salve.edu/human-resources/benefits .

Salve Regina University strives to cultivate belonging values through diversity, equity inclusion in order to foster a welcoming culture for our staff, faculty and students, as well as the wider community. Salve Regina University embraces all people with grace. No matter the path traveled to get here, the University acknowledges that many identities will intersect. Salve Regina belongs to all in its community.


Application Instructions:

Applicants must apply online for any open staff and faculty positions by providing a cover-letter and resume. Pre-employment background checks and reference checks are required of successful candidates. Salve Regina University participates in E-verify.

URL: www.salve.edu