Event Services Coordinator, Musical Arts Center at Indiana University in Bloomington, Indiana

Job Description:

Department



JACOBS SCHOOL OF MUSIC (BL-MUS-IUBLA)



Department Information



The Jacobs School of Music is a collaborative, creative atmosphere with an accomplished faculty and staff dedicated to the growth and excellence of the next generation of musicians, music scholars, and educators and one of the most comprehensive and acclaimed institutions for the study of music around the globe. The breadth and number of study, research, and performance opportunities are unparalleled in college music study, with the school offering more than 1,100 performances a year, including up to 7 fully staged operas. The school's facilities, including 5 buildings located in the heart of the IU Bloomington campus, comprise of outstanding recital halls, more than 170 practice rooms, choral and instrumental rehearsal rooms, and more than 100 offices and studios. The grandest facility is the Musical Arts Center, which features technical capabilities that are among the best in the nation and regularly welcomes a variety of guest artists and lecturers from around the globe.



Job Summary



Department-Specific Responsibilities

• Respond to requests for MAC space usage requests in current calendars; lead integration with any university or school calendar systems.


• Set up meetings, calendar invites, and Zoom links for MAC staff, guests, JSoM faculty partners, etc. as needed.


• Assist with the maintenance of Office digital storage, including Faust Drive, Google Drive, and OneDrive.


• Manage requests, timelines, and paperwork for opera and ballet production rentals.


• Manage requests for MAC facilities and equipment rentals.


• Coordinate with appropriate business offices on rental agreements, payments, and expenses.


• Prepare plans and itineraries for guest visits.


• Ensure parking passes are distributed to guests in a timely fashion.


• Visit guests' accommodations with parking pass (if needed) and welcome packet info.


• Assist with managing playbill timelines and processes.


• Coordinate with Communications Office to share production photos with student performers and guests.


• Answer phones, take messages for Artistic Operations Offices (Opera and Ballet Theater, Orchestras and Instrumental Ensembles, MAC Productions, and Asst. Dean for Artistic Operations).


• Pick up mail from the mailroom and distribute to MAC mailboxes.


• Maintain office supply inventory, including sufficient copy paper and ink cartridges.


• Perform other duties as assigned.

General Responsibilities

• Coordinate basic and increasingly more complex design, layout, and logistics of events including seminars, workshops, board meetings, conferences, student and alumni events, performances, and exhibitions.


• Act as a liaison with relevant vendors, partner organizations, departments, and/or facilities and ensures event plans adhere to stipulated budget, specifications, policies, and standard procedures.


• Answer guest and customer calls and emails and provides information related to event services.


• Maintains files, documents, calendars, and event-related correspondence records. Maintain mailing lists and may help with printing and distribution of event marketing materials.


• Assist in the setup of meeting or conference spaces; may delegate setup tasks to Set-Up Coordinator(s) depending on event size/scope.


• May interface with media and/or marketing and communications representatives regarding calendar of events and event publicity.


• May address urgent or escalated issues, escalating to supervisor as needed.


• May provide guidance to lower-level Event Services Coordinators; may make process recommendations to supervisor for increased operational efficiency.

Qualifications



Combinations of related education and experience may be considered. Education beyond the minimum required may be substituted for work experience. Work experience beyond the minimum required may be substituted for education.


EDUCATION



Required

• High school diploma or equivalent (such as HSED or GED)

Preferred

• College level coursework

WORK EXPERIENCE



Required

• 4 years' experience in events, customer service, administrative work, or a related field

Preferred

• Experience in the theatrical (opera, ballet, theater) space

SKILLS



Required

• Proficient communication skills


• Maintains a high degree of professionalism


• Demonstrated time management and priority setting skills


• Demonstrates a high commitment to quality


• Possesses flexibility to work in a fast paced, dynamic environment


• Highly thorough and dependable


• Possesses a high degree of initiative


• Ability to build strong customer relationships

Preferred

• Ability to work proactively

Working Conditions / Demands



This role regularly requires the ability to effectively communicate. This role frequently requires the ability to handle equipment. This role frequently requires the ability to remain stationary and ascend/descend ladders/stairs. This role requires the ability to move objects weighing up to 25 pounds. The role requires the ability to detect items in close proximity as well as far away; discern between colors; detect objects in peripheral space of self; discern items in detail; and to have good depth perception. The person in this role must be able to perform the essential functions with or without an accommodation.



Additional Information



$20 - $22 per hour based on experience



Work Location



IU Bloomington, Jacobs School of Music, Musical Arts Center


Bloomington, Indiana


This is an in-person position.



Benefits Overview



For full-time staff employees, Indiana University offers a wide array of benefits including:

• Comprehensive medical and dental insurance


• Health savings account with generous IU contributions


• Healthcare and dependent care flexible spending accounts


• Basic group life insurance paid by IU


• Voluntary supplemental life, long-term disability, critical illness, and supplemental accidental death & dismemberment insurance


• Base retirement plan with generous IU contributions, subject to vesting


• Voluntary supplemental retirement plan options


• Tuition subsidy for employees and family members taking IU courses


• 10 paid holidays plus a paid winter break each year


• Generous paid time off plans


• Paid leave for new parents and IU-sponsored volunteer events


• Employee assistance program (EAP)

Learn more about our benefits by reviewing the IU Benefit Programs Brochure.



Job Classification



Career Level: Mastery


FLSA: Nonexempt


Job Function: Operations


Job Family: Events
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Posting Disclaimer



This posting is scheduled to close at 11:59 pm EST on the advertised Close Date. This posting may be closed at any time at the discretion of the University, but will remain open for a minimum of 5 business days. To guarantee full consideration, please submit your application within 5 business days of the Posted Date.


If you wish to include a cover letter, you may include it with your resume when uploading attachments.



Equal Employment Opportunity



Indiana University is an equal opportunity employer and provider of ADA services and prohibits discrimination in hiring. See Indiana University Notice of Non-Discrimination here which includes contact information.



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