Division or Department: Facilities
Position Classification: Part time, hourly, non-exempt
Paid semi-monthly. Maximum 25 hrs per week.
Position Reports to: Director of Facilities & Visitor Services
Date of Position Description: May 2012
Summary of Position:
Reporting to the Director of Facilities and Visitor Services, the Theater Operations Manager will oversee the general operation, maintenance and care of the Durham Arts Council PSI (Peoples Security Insurance) Theatre and support spaces and equipment and other DAC A/V equipment. This position handles client contact, assists with venue booking, and assists with marketing to recruit a broad variety of theater rental clients, to help ensure that revenue/expense goals and mission-related goals are met for the department. The manager is responsible for scheduling and co-ordination of all events being staged within the PSI Theatre, to include lighting, sound, staging, special effects, and other related technical requirements; coordinating with and advising clients to meet their technical needs in DAC theater and other DAC facility spaces requiring technical support. Also assists DAC with other A/V and facility technical and maintenance needs.
Essential Position Responsibilities:
Marketing, Client Recruitment, Visitor Services
● Maintain files and database on clients for future reference and future sales opportunities.
● Acquire client press releases and performance information materials for web-site posting, information desk, DAC distribution and client and database files.
● Serve as spokesperson and information source for interested clients, potential clients, guests and visitors regarding the DAC theatre/performances spaces and capabilities.
Theater and Technical Operations
● Arrange meetings with clients to discuss tech needs, desires, scheduling and costs and counsel theatre users regarding needs, DAC requirements, policies, Emergency Action Plan and safety issues.
● Oversee rehearsals and performances. Assist clients with reception needs in gallery.
● Supervise load-ins, set building/staging as applicable, striking, and load-outs.
● Ensure theatre capacities are not exceeded and clients follow theatre policies.
● In consultation with Director of Facilities, revise, develop and implement guidelines, requirements and policies for DAC performance spaces. Update the Peoples Security Insurance Theatre Tech Pack (information packet for clients).
● Develops proficiency in operating DAC light, sound, stage, and related equipment, facility scheduling systems/procedures, telephone systems, general office software utilized by DAC.
● Inventory, clean and maintain theatre, theatre equipment, A/V equipment and stock items.
● With Director of Facilities, arrange work calls, order stock items, identify and schedule major maintenance projects and improve efficiency and operability of performance spaces.
● Train, certify and supervise Theatre technicians and staff in DAC performance spaces as needed. Keeps records/reports on temps, students, interns, volunteers as required.
● Clean and maintain theatre spaces to include theatre, stage, back stage areas, four (4) dressing rooms, tech booth, tech storage room and office.
● Operate sound and lighting systems and special effects equipment; lighting consoles, sound mixing boards, amplifiers and peripherals; install stage lighting and sound equipment; use required hand, power, and computerized tools – both DAC-owned and rented equipment.
● Meet with clients, designers and directors to develop lighting and sound design for clients as needed.
● Hang and strike theatre equipment.
● Coordinates and assists in video/audio recording in the theater for DAC and for clients.
● Provide technical counsel and set-up for other DAC spaces including, green room, galleries and A/V equipment needs for DAC meeting rooms and reception spaces.
● Arrange and set up A/V equipment for clients as needed in other DAC spaces, including Powerpoint, slides, TV/VCR, overhead, microphones, etc.
● Provide counsel and support to WTVD theatre technicians regarding lighting and sound equipment as needed.
Budgeting, Financial Operations, Related Reporting, Administration
● Provides client information to Asst. Manager for Facility Sales & Service, and/or Director of Facilities so that contracts can be prepared and issued to client.
● Document time spent with clients/theatre users for billing purposes.
● Monitor billable charges to users, keeping clear and constant communications with clients about those charges. Provide clear records of clients/billable time to Director of Facilities.
● Assist in preparation of Facilities Division budget related to theater operations; providing financial projections and cost estimates as requested. Follow all DAC financial procedures and policies.
● Provide monthly and annual reports to division director outlining accomplishments, all client usage (rental, grantee, DAC, other), client recruitment, planning, and maintenance to Director of Facilities.
● Perform other duties as directed.
Institutional Leadership, Interaction, and Planning:
● Develops and maintains familiarity with arts/theater events in Triangle region and North Carolina, and theatrical/performance industry news. Acts as liaison for DAC to related committee, community meetings, and regional meetings as assigned.
● Attends Board of Trustee meetings if requested by supervisor or Executive Director.
● Participates in department and staff meetings, and provides input for various institutional decisions, and short and long-range strategic planning. Assists Director of Facilities and Executive Director in analysis of new business opportunities involving theater facilities, visitor services, and earned income operations.
● Keeps privileged information confidential and represents the Durham Arts Council, Inc. in professional circles and before the public in a manner which shall at all times enhance the prestige and credibility of the institution.
Professional Development:
● Attends professional meetings and networking opportunities as appropriate to build contacts with other technical directors, business/client community, and other professional colleagues.
● Seeks knowledge of best practices related to job responsibilities on an ongoing basis.
● Maintains membership and attends regional meetings of NC Presenters Consortium.
● Achieves and maintains CPR certification. Participates in Emergency/Disaster Planning training.
Education and Certifications:
B.A. or B.S. college degree preferred in Technical Theater, Arts Administration, Theater Management/Direction, Arts Education or related field.
Experience:
Proven track record in operating, managing, marketing, maintaining theatre and performance venues and all related technical theater systems. Demonstrated experience and skill in working with clients to design and implement the technical requirements for a variety of arts, corporate and private events. Minimum of 3 years progressively responsible experience in related positions. Clear record of effectiveness in working with the public and theater clients.
Special Skills and Requirements:
Ability to work flexible hours, primarily weekends and evenings. Must be able to climb ladders to reach tech booth and hand/change theatre lighting. Must be able to lift thirty (30) pounds for set building/staging and striking. Must be knowledgeable in technical theater practices including operating computerized and non-computerized sound, lighting, lighting design, projection and A/V equipment, scenery, rigging, props, and related crafts including carpentry, welding, drafting, painting and electronics. Must have high attention to detail and record keeping. Must be customer-service oriented with the ability to work well with
experienced as well as, inexperienced theatre clients, staff and colleagues with tact and diplomacy. Must be self-organized to handle multiple tasks. Must have:
Excellent verbal, written, and interpersonal communication skills.
Strong organization and planning skills to develop and manage complex projects.
Strong computer software skills required, including Microsoft Word, Excel, Outlook, and project management software.
Ability to plan and carry out in consultation with Director of Facilities, short term and long term maintenance, repair, and renovation projects for theater spaces and technical equipment, utilizing outside vendors as needed.
Ability to effectively and professionally represent Durham Arts Council internally and externally in person and in writing, and to employ diplomacy and sound judgment in establishing and building relationships with current clients, prospective clients, and the community.
Ability to work as an effective team member with Director of Facilities, Executive Director and other DAC staff, demonstrating sound business judgment in decision making.
Typical Equipment, Machinery, Vehicles, Tools and Technology used in the performance of position duties: Computer, telephone, short-wave radio, pager, Microsoft Office software, facility scheduling database, special events and/or project management and contract management software, Powerpoint software, LCD projectors, slide projectors, VCR/DVD, copier, fax machine, calculator, theatrical sound and light system equipment and mixing boards, microphones, and various types of presentation and display equipment. Hand, power, and computerized tools.
Typical Physical Demands: sitting, walking, standing, climbing stairs, climbing ladders, operating maintenance and housekeeping equipment and tools, installing and operating theatrical and audio/visual equipment, writing, hearing (telephone/meetings), distinct speaking (telephone, meetings, presentations to public) visually preparing and reviewing the work of the department. Requires driver’s license and ability to transport audio-visual equipment, displays, exhibits, and marketing materials to meetings, presentations, seminars or repairs vendors. Manual dexterity to operate a computer keyboard. Ability to type and enter computer data and perform various writing and reporting functions. Must be able to lift, install and transport items up to 30 pounds.
Work Schedule and Environment: Position works in theatrical spaces, gallery spaces, meeting rooms, and office environments on-site. Travel to off-site locations for various meetings, client recruitment, and events occasionally needed. Normal work week for this position fluctuates depending on client rental/usage schedule. Hours/schedule are adjusted each week to accommodate DAC needs and typically will not exceed 25 hours per week. Work schedule will also include early morning, evening and weekend functions including, but not limited to, client rentals/usage, special events, committee meetings, client meetings/events, and Board meetings.
DAC is an Equal Opportunity Employer.
This job description describes the general nature and level of work performed by the employee assigned to this position. It does not state or imply that these are the only duties and responsibilities assigned to the job. The employee may be required to perform other job-related duties as requested by the supervisor. All requirements are subject to change over time, and to possible modification to reasonably accommodate changing institutional needs and individuals with a disability.
ACKNOWLEDGEMENT
Employee’s Signature Date
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Supervisor/Management Signature Title Date
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Executive Director Signature Date