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Production Manager

University of Pennsylvania
Pennsylvania, United States
Salary Not specified
Start date
Oct 23, 2023

View more

Position Type
Faculty Positions, Business & Management, Management
Employment Level
Employment Type
Full Time

Production Manager

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title
Production Manager

Job Profile Title
Associate Director C, Arts and Media, Performing Arts

Job Description Summary
Reporting to the Director of Production, the Production Manager is responsible for the successful planning, coordination, and implementation of assigned productions in Penn Live Arts venues, on-campus university partner venues, and external venues in the greater Philadelphia area. These productions fall within a range of programming streams including Penn Live Arts Presents, university rentals and events, cocurricular and extracurricular student performing arts, and external rentals.

This position works in concert with the entire production management and operations teams to fulfill Penn Live Arts' program-related and stakeholder goals through the larger lens of staff and budget sustainability, balancing the needs of numerous and disparate programming and revenue streams.

The primary focus of this role is to provide onsite hands-on frontline production management and operations coordination for all assigned programming within Penn Live Arts. This includes, but is not limited to: planning, communication, and coordination of all event requirements with the appropriate parties, establishing advance communications with visiting companies and artists; establishing and negotiating production requirements, negotiating shared light plots between different artists and/or clients, coordinating equipment rentals, coordinating staffing schedules and labor requests, securing and delivering artist hospitality needs; and internal communication and data management via Artifax (event/venue management software) and the PLA operations group.

This position will assist in hands-on capacities including: creating lighting plots (Vectorworks) and lighting paperwork (Lightwright), basic light board programming (ETC Eos Family), basic QLab programming, AV set up and operation, as well as event crew duties as staffing and workload needs warrant.

The Production Manager will - depending on the event type and venue - supervise the work of internal Penn Live Arts technical staff, student workers, non-union over-hire technicians, IATSE Stagehand and Wardrobe workers, and Teamster loaders.

Job Description

Job Responsibilities

Management & Planning
  • Work collaboratively with the operations team, coordinating and communicating venue activities with appropriate stakeholders.
  • Review and edit presenting artists' technical riders in concert with Director of Production and contracting office.
  • Serving as primary event lead for assigned productions and events, coordinate on-site production staffing and performance coverage as required.
  • Provide guidance and excellent customer service to Penn's students, faculty, staff, and visiting artists in the planning and implementation of their PLA-managed productions and events.
  • Prepare production estimates for programming office and work with Director of Production to compile estimates for season budgeting.
  • Prepare cost estimates for rental events as requested - work collaboratively with the Events & Guest Services team to facilitate rentals and guest events.

Production Advance & Communication:
  • Coordination of facility, production, rentals, and the purchasing of minor equipment and supplies in support of all internal and external client events. Consult on capital upgrades as requested.
  • Advance coordination of technical details for all assigned events, including communication with producers, artists, clients and technical representatives including: technical rider reviewing and editing; ensuring timely creation and completeness of all event details to meet all contracting, invoicing, and scheduling deadlines; create event-by-event production budget estimates and subsequent control of expenditures to stay within budgeted parameters.
  • Data management in event management platform (currently Artifax)
  • Inventory and preventive maintenance management in Asset Tiger platform
  • Staffing schedule and shift management in WhenToWork.

Establish schedules, production requirement, and the creation and distribution of technical documents:
  • Execution and distribution of venue and technical drawings, creation of lighting paperwork, and other technical details
  • Create production spending reports as needed for budget close-out or grant reporting purposes
  • Create cost estimates for rental events as needed
  • Co-coordination of IATSE, Teamster, and Wardrobe staffing and AC, and Over hire crew associated schedules. Ensure timely submission of union hours to meet payroll deadlines.

  • A Bachelor's Degree in Technical Theater, Production Management, or a similar field of study, and 3 to 5 years of demonstrated successful experience managing university or professional performing arts facilities; or equivalent combination of education and experience, are required. 7-10 years of experience preferred.​
  • Proven knowledge of theatrical lighting equipment and design techniques, including familiarity of and adherence to USITT and industry standards for theatrical lighting and stagecraft required.
  • Fluency with both Vectorworks and Lightwright software is required.
  • Priority will be given to those candidates with a current background in Production Management or Technical Direction, and who possess strong personnel, time, and budget management skills. Comfort with Artifax, EMS, R25 or similar event management database systems, as well as Windows and Microsoft Office products is necessary.
  • Direct experience with managing union professionals (IATSE and Teamsters) is highly preferred.
  • Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Application Requirement
  • A Cover Letter and Resume/CV are required to be considered for this position. Please upload your Cover Letter where it asks you to upload your Resume/CV; multiple documents are allowed.

Job Location - City, State
Philadelphia, Pennsylvania

Department / School
Penn Live Arts

Pay Range
$51,824.00 - $58,000.00 Annual Rate
Salary offers are made based on the candidate's qualifications, experience, skills, and education as they directly relate to the requirements of the position, as well as internal and market factors and grade profile.

Affirmative Action Statement
Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

Special Requirements
Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits
  • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
  • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
  • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
  • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.
  • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
  • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
  • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
  • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement—and you and your family can enjoy many of these activities for free.
  • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
  • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
  • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
  • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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