Reporting to the Executive Director of CCA Production Services, this position is responsible for successful administration, coordination, communication, scheduling and contracting all events in the Caine College of the Arts (CCA) venues. This position helps with the advance coordination and communication of event and performance requirements; establishing communications with visiting companies and artists; securing and delivering artist hospitality needs; internal communication and data management. 

This position works in concert with the Director of Multimedia Operations and specialists to confirm and coordinate production services for all events at the CCA venues including coordinating with Facilities and The Office of Events on FOH and Ticketing needs, estimate costs, prepare rental agreements, resource requisitions, event documentation, and subsequent expense reports.

The successful applicant will accept and respond positively to direction, complete projects independently, on time, and with precision; is proactive and can maintain a positive attitude of customer service and professionalism in all interactions with internal and external constituents, students, faculty, and staff.

Production/Venue Management: (30%)

• Act as the liaison between user and production services department to coordinate all events with an extremely high standard of professionalism and discretion, providing guidance and excellent customer service to USU students, faculty, staff, and visiting artists in the planning and implementation of their CCA or 3^rd-party events and performances in CCA venues.
• Create and manage the development and implementation of policies and procedures for CCA venue usage and rentals, adhering to USU policies, best practices and ensuring compliance with safety and university standards.
• Manage all rental activities in CCA venues, including collecting details about setup, technical, and front-of-house needs, contracting vendors, coordinating with internal and external technical units, and serving as a primary point of contact with respect to all non-technical elements of production.
• Advance coordination of technical details for events and performances, including communication with Faculty, students, 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.

Administration: (35%)

• Create and maintain master event schedule of CCA venues with CCA departments, NEHMA, non-CCA academic departments, event services, other USU organizations and facilities, and external organizations. This includes all exhibitions, performances, rehearsals, master classes, receptions, and shows. Ensure all listings, including rehearsals, crew calls and deadlines are up-to-date and accurate.
• Manage the scheduling of all official CCA venues and spaces in Event Management System (EMS) or other event software including: entering reservation requests as requested by or in collaboration with departments.
• Manage all approvals and confirmations working as necessary with production operations, marketing personnel and other constituents, including USU faculty, staff, and administrators and external parties.
• Schedule and attend production meetings, distributing information and communications to appropriate personnel as needed.
• Work with presenters to ensure that all scheduled events fall within the CCA and USU guidelines for appropriate usage and that each event is properly contracted to provide the appropriate certificates of insurance, helping presenters find other options when CCA venues are unavailable or unsuitable.
• Maintain all event related records including setup documentation, technical needs and contract information. Run data integrity checks and update data as need in our databases and event software.
• Collaborate with USU’s Office of Events in all aspects of event coordination and processes as needed.
• Conducts research and gathers information to support projects, as assigned.
• Manage online and tv monitor content maintenance.
• Proactively resolves administrative problems by analyzing data and then identifying and implementing solutions.

Operations: (25%)

• In consultation with the CCA Production Services Executive Director, creates and executes strategic plans for service offerings and technical capabilities in response to changing technologies, operational needs, and industry developments.
• Assists with maintaining operational policies and procedures, staff training manuals and managerial procedures to ensure accuracy, efficiency, and a high level of service.
• Create, manage and supervise a part-time student workforce for administrative and operational support, which includes recruiting, hiring, training, supervising, scheduling, and evaluating.
• Create and maintain student employees on-boarding program for CCA Production Services.
• With the Building Services Manager, maintain internal and external door access schedule and permissions, updating it regularly with Facilities.
• Prepares work orders as requested by the Executive Director, other team members and CCA Faculty.
• Creates, revises, implements, and maintains systems and procedures. Contributes to and implements policy and planning. Maintain department manuals and training materials for all production positions.
• Assists in the coordination of venues and equipment in compliance with maintenance schedules and safety and fire code standards.
• Other duties as assigned.

Financial Management: (5%)

• Prepare cost estimates for rental events as requested - work collaboratively with the Office of Events to facilitate.
• Generate invoices for events within CCA venues.
• Manage receipts submittals to vendors and entering into ServiceNow for Marketing & Communications
• Collaborate with CCA Business Services on Unit Budget
• Liaise with CCA Business Services for Vass Events and Engagements.

Staff Assistant: (5%)

• Provides administrative support, including scheduling appointments, coordinating meetings/conferences, and maintaining/ordering office supplies. Composes and word-processes various standard documents, correspondence, and reports.
• Performs office duties, including answering phones, directing calls to appropriate parties, data entry, filing. Sorts, screens, and distributes incoming and outgoing mail.
• Ensures the office and conference room are clean and professional in appearance.
• Other duties and projects as assigned.

Minimum Qualifications

• Bachelor’s Degree, 3 to 5 years of demonstrated successful experience managing university or professional performing arts facilities or event venues. Additional education may substitute for required experience and additional related experience may substitute for required education, to the extent permitted.
• Thorough knowledge of Microsoft Office suite applications including Outlook, Word, Excel, PowerPoint, Box and Access database structure.
• Proficient in Google Drive, Google Docs & Forms,
• Experience with some of the following systems: Zoom, Slack, EMS event management, Course Dog and WhentoWork
• Experience managing and working with students.
• Demonstrated organizational skills with proven ability to effectively prioritize workload.
• Proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.

Preferred Qualifications:

• Familiarity with USU Databases, processes and procedures.
• Experience in and understanding and appreciation of the arts.
• Demonstrated record of excellent customer service skills.
• Valid driver’s license

Knowledge, Skills, and Abilities

• Professional demeanor, comfort in high-pressure situations, adaptable, solutions-oriented problem solver with a strong attention to detail
• Strong clerical and record keeping ability.
• Ability to manage and complete multiple projects and deadlines simultaneously.
• Excellent critical thinking skills.
• Engaging interpersonal interaction style.
• Excellent oral, written, and interpersonal communication skills.
• Ability to handle sensitive and confidential business data and personal information.
• Ability to thrive in a fast-paced environment.
• Ability to foster a team atmosphere.

Along with the online application, please attach:

1. Resume / CV to be uploaded at the beginning of your application in the Candidate Profile under “Resume/CV”.
2. Name and contact information (including email and phone number) of three professional references to be entered at the beginning of your application in the Candidate Profile.
3. Cover Letter to be typed/pasted at the end of your application.

**Document size may not exceed 10 MB.**

Employees work indoors and are protected from weather and/or contaminants, but not, necessarily, occasional temperature changes.  This position requires moderate physical activity, including the handling of objects up to 25 pounds and/or standing or walking more than one hour per day. 

The Department of Production Services is comprised of 4 full-time staff members, as well as many student workers. The department works with the Caine College of the Arts with marketing and various shows put on throughout the year.

The Caine College of the Arts (CCA) seeks to make the arts more visible, more innovative, and more fully integrated into the intellectual life of Utah State University and the communities it serves. The CCA is a collaborative community, representing the collective strengths and voices of the arts and it acts as a conduit for connecting people and programs. The CCA offers a visiting artist program that brings important artists, designers, and scholars to campus, is home to award-winning faculty, features a world-class performance hall, offers internships with prominent artists and designers, and operates several international study opportunities. The College houses the Departments of Art + Design, Music, and Theatre Arts, and is closely affiliated with the Nora Eccles Harrison Museum of Art on the USU campus.

Founded in 1888, Utah State University is Utah’s premier land-grant, public service university, with a strong commitment to excellence, access, and inclusion, empowering people to lead successful lives of involvement, innovation, and impact. Utah State provides high-quality education to 27,500-plus students locations throughout the state, including at three residential campuses, eight statewide campuses, and 23 education centers. USU Online educates students from all 50 states and 55 countries. For over 25 years, USU Extension has served and engaged Utahns in all of Utah’s counties. As an R1 research institution, Utah State is dedicated to advancing knowledge through research and scholarly activities, providing a high-quality undergraduate and graduate education at an affordable price.

Utah State is committed to cultivating a community of inclusive excellence where all perspectives, values, cultures, and identities are acknowledged, welcomed, and valued. We seek to recruit, hire, and retain people from all walks of life who will champion excellence in education, research, discovery, outreach, and service. We believe that promoting a strong sense of community and belonging empowers and engages all members of USU to thrive and be successful. Forbes recognized our commitment to employees when they named Utah State the best employer in Utah in 2023. Learn more about USU. 

The university provides a Dual Career Assistance Program to support careers for partners who are also seeking employment. Additionally, USU is committed to providing access and reasonable accommodations for individuals with disabilities. To request a reasonable accommodation for a disability, contact the university’s ADA Coordinator in the Office of Human Resources at (435) 797-0122 or hr@usu.edu. 

About the Region

U.S. News and World Report ranked Utah first for its strong economy, fiscal stability, education, and health care. Outstanding outdoor recreational opportunities abound throughout the state, including five national parks, 43 state parks and recreation areas, and 15 alpine ski resorts. The home of USU’s main campus, Logan, is a city of 54,000-plus people in a picturesque mountain valley 80 miles north of Salt Lake City. The Logan metro area claimed the top spot in the Milken Institute’s 2022 ranking for best-performing small cities in the nation. 

*updated 04/2024

In its programs and activities, including in admissions and employment, Utah State University does not discriminate or tolerate discrimination, including harassment, based on race, color, religion, sex, national origin, age, genetic information, sexual orientation, gender identity or expression, disability, status as a protected veteran, or any other status protected by University policy, Title IX, or any other federal, state, or local law.

The following individuals have been designated to handle inquiries regarding the application of Title IX and its implementing regulations and/or USU’s non-discrimination policies:

Executive Director of the Office of Equity Matthew Pinner, discrimination@usu.edu, Distance Education Rm. 401, 435-797-1266

Title IX Coordinator Cody Carmichael, titleix@usu.edu, Distance Education Rm. 404, 435-797-1266

Mailing address: 5100 Old Main Hill, Logan, UT 84322

For further information regarding non-discrimination, please visit https://equity.usu.edu/, or contact:

U.S. Department of Education, Office of Assistant Secretary for Civil Rights, 800-421-3481, OCR@ed.gov

*updated 09/2023