EVENTS & FINANCIAL OPERATIONS SPECIALIST
- Employer
- University of Wisconsin-Madison
- Location
- Wisconsin, United States
- Salary
- Salary Not Specified
- Date posted
- Jun 22, 2022
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Salary:
Minimum $21.00 HOURLY
Depending on Qualifications
Job Summary:
The Events & Financial Operations Specialist for the Wisconsin Union Theater (WUT) provides operational support for the smooth running of Wisconsin Union Theater activities, focusing on general management, rental events and financial operations for all areas of the Theater. Working closely with the General Manager, the position will shepherd rental events from initial inquiry to completion and work with WUT's production, box office, and front-of-house teams to successfully implement each customer's event. Financial responsibilities include purchasing, processing invoices, coding/tracking expenses, data entry, grant tracking, event financial close-outs, creating financial reports, and assisting with budget creation and management. The Events & Financial Operations Specialist reports directly to the General Manager.
In addition to presenting an annual season of performing arts, the Wisconsin Union Theater maintains a robust rental business including upwards of 250-300 events in Shannon Hall and the Play Circle each year. Events include music concerts, theatrical productions, student-produced variety shows, cultural celebrations, speaker events, conferences, and more presented and produced by a variety of rental customers such as Registered Student Organizations (RSOs), Wisconsin Union Directorate student-run committees, UW departments and offices, Wisconsin Union Members, and external organizations. WUT also houses Campus Arts Ticketing which provides ticketing service for its own season and to UW-Madison's arts departments.
Responsibilities:
Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer need and ensure event compliance with institutional policy.
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion
Education:
Preferred
Bachelor's Degree
ideally in arts administration, business, event production, or a related field; or equivalent education/work experience.
Qualifications:
-A minimum of 3 years arts administration/business experience within the performing arts, live event production, venue operations, or related field.
-Experience with financial processing, accounting procedures and/or budgeting, and the ability to work within rigorous accounting policies-required; experience in a higher ed setting a plus.
-Previous customer service experience in a role working directly with customers-required
-Proficiency with Microsoft Office and Google Suite, with a high level of comfort and experience with spreadsheets-required.
-Previous experience with Event Management Software (EMS) or other event booking software, financial systems, ticketing software, and/or databases-preferred
-Ability to communicate and work effectively with students and groups of varying backgrounds, interests and abilities in an atmosphere of mutual respect.
-A demonstrated commitment to social justice, equity, diversity, and inclusion.
COVID-19 Considerations:
UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086 . Please visit https://covidresponse.wisc.edu for the most up-to-date information.
Work Schedule:
Monday - Friday Business hours with some evenings and weekends.
Work Type:
Full Time: 100%
It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Additional Information:
The Wisconsin Union Theater consists of two performance venues and one rehearsal/dance studio. Performance spaces include Shannon Hall (capacity 1165), Play Circle Theater (capacity 185 seated and 300 open) and the Festival Room, a large rehearsal space/dance studio. All spaces have fully sprung stage floors, state of the art sound, and light systems.
The Wisconsin Union Theater, through a student-lead committee, presents a season consisting
of 40 events including classical, jazz, world and other music, touring dance, theater, annual jazz and world music festivals, and a student play writing competition and festival. Additionally, the Theater host numerous campus events including graduations, lectures, conferences and performances by university and community departments and organizations.
The Wisconsin Union is part of Student Affairs at the University of Wisconsin-Madison, led by the
Vice Chancellor for student affairs. Our staff is dedicated to serving students and to helping them
succeed in and out of the classroom in areas including health and well-being, identity and inclusion, leadership and engagement, and student advocacy. Student Affairs includes departments led by the Dean of Students; departments that provide identity-based spaces and leadership resources; the Wisconsin Union; University Health Services; and University Recreation and Wellbeing.
How to Apply:
To be considered applications must be submitted online. Please submit a cover letter and resume outlining your relevant work experience.
Contact:
Rod Rotar
rod.rotar@wisc.edu
608-263-5596
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )
Official Title:
Event Coordinator(DS023)
Department(s):
A962030-WISCONSIN UNION/SOC ED /THEATER
Employment Class:
University Staff-Ongoing
Job Number:
261642-CP
The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.
If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/
Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department .
Applications Open: Jun 22 2022 Central Daylight Time
Applications Close: Jul 11 2022 11:55 PM Central Daylight Time
Minimum $21.00 HOURLY
Depending on Qualifications
Job Summary:
The Events & Financial Operations Specialist for the Wisconsin Union Theater (WUT) provides operational support for the smooth running of Wisconsin Union Theater activities, focusing on general management, rental events and financial operations for all areas of the Theater. Working closely with the General Manager, the position will shepherd rental events from initial inquiry to completion and work with WUT's production, box office, and front-of-house teams to successfully implement each customer's event. Financial responsibilities include purchasing, processing invoices, coding/tracking expenses, data entry, grant tracking, event financial close-outs, creating financial reports, and assisting with budget creation and management. The Events & Financial Operations Specialist reports directly to the General Manager.
In addition to presenting an annual season of performing arts, the Wisconsin Union Theater maintains a robust rental business including upwards of 250-300 events in Shannon Hall and the Play Circle each year. Events include music concerts, theatrical productions, student-produced variety shows, cultural celebrations, speaker events, conferences, and more presented and produced by a variety of rental customers such as Registered Student Organizations (RSOs), Wisconsin Union Directorate student-run committees, UW departments and offices, Wisconsin Union Members, and external organizations. WUT also houses Campus Arts Ticketing which provides ticketing service for its own season and to UW-Madison's arts departments.
Responsibilities:
Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer need and ensure event compliance with institutional policy.
- 20% Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
- 20% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
- 30% Monitors and processes event related transactions and event data and records
- 10% Assists with planning and the creation of promotional materials and resources for events
- 10% Supports departmental financial needs including preparing reports, maintaining budget worksheets, and assisting with monthly/annual reconciliations.
- 10% Executes day-to-day financial tasks including setting up purchse orders, processing invoices, coding/tracking expenditures, preparing simplified bid and capital purchase paperwork and serving as the department expert on purchasing policies.
Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.
The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.
For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion
Education:
Preferred
Bachelor's Degree
ideally in arts administration, business, event production, or a related field; or equivalent education/work experience.
Qualifications:
-A minimum of 3 years arts administration/business experience within the performing arts, live event production, venue operations, or related field.
-Experience with financial processing, accounting procedures and/or budgeting, and the ability to work within rigorous accounting policies-required; experience in a higher ed setting a plus.
-Previous customer service experience in a role working directly with customers-required
-Proficiency with Microsoft Office and Google Suite, with a high level of comfort and experience with spreadsheets-required.
-Previous experience with Event Management Software (EMS) or other event booking software, financial systems, ticketing software, and/or databases-preferred
-Ability to communicate and work effectively with students and groups of varying backgrounds, interests and abilities in an atmosphere of mutual respect.
-A demonstrated commitment to social justice, equity, diversity, and inclusion.
COVID-19 Considerations:
UW-Madison continues to follow necessary health and safety protocols to protect our campus from COVID-19. All employees remain subject to the COVID-19 Workplace Safety Policy: https://policy.wisc.edu/library/UW-5086 . Please visit https://covidresponse.wisc.edu for the most up-to-date information.
Work Schedule:
Monday - Friday Business hours with some evenings and weekends.
Work Type:
Full Time: 100%
It is anticipated this position requires work be performed in-person, onsite, at a designated campus work location.
Appointment Type, Duration:
Ongoing/Renewable
Additional Information:
The Wisconsin Union Theater consists of two performance venues and one rehearsal/dance studio. Performance spaces include Shannon Hall (capacity 1165), Play Circle Theater (capacity 185 seated and 300 open) and the Festival Room, a large rehearsal space/dance studio. All spaces have fully sprung stage floors, state of the art sound, and light systems.
The Wisconsin Union Theater, through a student-lead committee, presents a season consisting
of 40 events including classical, jazz, world and other music, touring dance, theater, annual jazz and world music festivals, and a student play writing competition and festival. Additionally, the Theater host numerous campus events including graduations, lectures, conferences and performances by university and community departments and organizations.
The Wisconsin Union is part of Student Affairs at the University of Wisconsin-Madison, led by the
Vice Chancellor for student affairs. Our staff is dedicated to serving students and to helping them
succeed in and out of the classroom in areas including health and well-being, identity and inclusion, leadership and engagement, and student advocacy. Student Affairs includes departments led by the Dean of Students; departments that provide identity-based spaces and leadership resources; the Wisconsin Union; University Health Services; and University Recreation and Wellbeing.
How to Apply:
To be considered applications must be submitted online. Please submit a cover letter and resume outlining your relevant work experience.
Contact:
Rod Rotar
rod.rotar@wisc.edu
608-263-5596
Relay Access (WTRS): 7-1-1 (out-of-state: TTY: 800.947.3529, STS: 800.833.7637) and above Phone number (See RELAY_SERVICE for further information. )
Official Title:
Event Coordinator(DS023)
Department(s):
A962030-WISCONSIN UNION/SOC ED /THEATER
Employment Class:
University Staff-Ongoing
Job Number:
261642-CP
The University of Wisconsin is an Equal Opportunity and Affirmative Action Employer. We promote excellence through diversity and encourage all qualified individuals to apply.
If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/
Employment will require a criminal background check. It will also require you and your references to answer questions regarding sexual violence and sexual harassment.
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department .
Applications Open: Jun 22 2022 Central Daylight Time
Applications Close: Jul 11 2022 11:55 PM Central Daylight Time
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