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Position Classification Description

Position Class Code / Title: M5002 / Coord,Public Events
Recruitment Tier: Tier 1
FLSA: Non-Exempt
Grade: 08

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Coordinates functions for the annual series of presented public performances in the marketing/media or production/facility areas. Performs and/or oversees a variety of administrative, staff support and planning activities. Provides operational coordination and administratiive support to a multi-faceted division of Public Events and serves as liaison between Public Events Administration and internal/external organizations.

Duties and Responsibilities

  1. Maintains overall calendar of events in the Center for the Arts, notifying all corresponding departments of events; posts schedules; maintains tech and student schedules.
  2. Oversees facility coordination including custodial services, repairs and maintenance, work orders; maintaining and updating facility rental information, providing information to potential renters; overseeing estimation and settlement of rentals; tracking rental agreements.
  3. Reviews Ovation contracts and prepares for authorized signatures; provides production cost estimates; enters contracts into database and tracks until fully executed; contacts artists/company managers to obtain additional contract information.
  4. Coordinates hospitality including maintaining and updating hospitality guide to touring companies, arranging lodging, transportation and catering, provide beverage service and in-kind services.
  5. Provides clerical and organizational support to department including problem solving, project planning, and execution of stated goals and objectives.
  6. Consults with artists, managers, and agents in the development of the annual season of presented events; reviews artist materials and performances as required.
  7. Prepares support requests for local, state, and regional funding; assists in the preparation of major grant applications; consults with agents in the development of the annual season of presented events to secure program materials.
  8. Compiles pricing, writes events descriptions, establishes seating holds and provides information required by UNM Ticketing Services; serves as a primary point of contact with external agencies to monitor, track, and approve radio, TV and print advertising copy, ad placement, and final billing.
  9. Establishes and maintains timelines, files inventories and records for contracted events; proofreads all season brochures, newsletters, and programs; prepares media settlement reports.
  10. May serve as Campus Security Authority as outlined by the Clery Act.
  11. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • High school diploma or GED; at least 3 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Knowledge of contract documents and specifications.
  • Records maintenance skills.
  • Ability to coordinate and schedule facillity repairs.
  • Knowledge of special events planning and catering procedures.
  • Knowledge of data management techniques.
  • Knowledge of computer spreadsheets and other related applications.
  • Proposal and grant writing skills.
  • Ability to schedule events and/or facilities usage.
  • Knowledge of federal, state and/or community funding sources and mechanisms.
  • Negotiating skills.

Conditions of Employment

  • This position is represented by a labor union and is subject to the terms and conditions of the USUNM Collective Bargaining Agreement.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017