Music Secretary/Venue Manager

University of the Incarnate Word, United States

Updated: about 14 hours ago
Location: San Antonio, TEXAS
Job Type: FullTime
Deadline: ;

Position Details
Position Information


Position Title Music Secretary/Venue Manager
UIW Mission
University of the Incarnate Word is a Catholic institution that welcomes to its community persons of diverse backgrounds, in the belief that their respectful interaction advances the discovery of truth, mutual understanding, self-realization, and the common good.
Position Summary
The Music Secretary/Venue Manager is responsible for providing essential secretarial support to administrative staff, faculty, and students of the Department of Music within the College of Humanities Arts and Social Sciences, as well as managing venue operations for the Luella Bennack Music Center. The Department of Music is a fast-paced work environment that practices service excellence to its constituents. The Music Secretary/Venue Manager reports to the Music Department Chair.
Benefits
UIW has been identified year after year as one of the nation’s Great Colleges to Work For based on employee feedback. UIW offers an outstanding benefits package for full-time employees that includes medical, dental, vision, flexible spending accounts, numerous paid holidays, vacation and sick leave. Tuition benefits include UIW tuition waivers, tuition exchange programs and Brainpower Connection discounts for employees and dependents. Retirement benefits include 403b retirement plans with a 7% employer match, plus a retirement health solution. We also offer employer-paid Life/AD&D, long-term disability, pet insurance, an Employee Assistance Program (EAP), wellness programs, employee discount program, Public Service Loan Forgiveness (PSLF) eligibility and more! Please refer to the Human Resources webpage for additional details on our benefits and eligibility.

Job Duties


Job Duty Name Secretarial Duties
Description of Job Duties
  • Prepare and manage correspondence, reports, and documents.
  • Organize and coordinate meetings, conferences, travel arrangements.
  • Attend all Music Department faculty meetings (schedule to be provided).
  • Take, type, and distribute minutes of meetings.
  • Maintain schedules and calendars for the Music Department.
  • Arrange and confirm appointments for the Music Department.
  • Organize internal and external events.
  • Handle incoming emails, mail, and other materials.
  • Set-up and maintain document management systems.
  • Set-up and maintain work procedures.
  • Collate information.
  • Maintain databases.
  • Serve as liaison with internal and external contacts.
  • Coordinate the flow of information both internally and externally.
  • Order and manage office supplies.
  • Professionally greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.
  • Supervise multiple student workers to assist with the performance of the position’s duties and overall operation of the Department of Music.
  • Provide assistance to the administrative staff of the College as directed.
  • Perform other duties as assigned.
Job Duty Name Venue Manager Duties
Description of Job Duties
  • Execute event scheduling and provide oversight.
  • Maintain the calendar of music performance venues, in conjunction with the overall Music Department calendar of classes and departmental events within the Luella Bennack Music Center:
    • Schedule Music Department activities (first priority);
    • Schedule additional events around.

  • Work in collaboration with the Music Department Chair to:
    • Create the schedule of events;
    • Secure approval or denial of events;
    • Support Music Department activities foremost.
  • Meet with potential clients:
    • Conduct facilities tours as needed (primarily for potential clients);
    • Collect all event information needed to fulfill scheduling responsibilities.
  • Prepare/negotiate contracts, including:
    • Rental fee;
    • Technical demands;
    • Times of rehearsal and event performances.
  • Organize, plan, and oversee all aspects of each event, including:
    • Scheduling staffing for event;
    • Stage crew and support staff (stage managers, ushers, student workers, etc.);
    • Technical needs;
    • Unlocking and locking of the venues;
    • Arrangement of housekeeping (in conjunction with UIW Housekeeping services).
  • Conduct stage crew and support staff training, as needed.
  • Make event stage crew assignments; create weekly and monthly schedules.
  • Ensure that safety and departmental policies are met.
  • Coordinate facilities maintenance service orders and related invoices; delegate technical responsibilities.
  • Acquire and disseminate all necessary technical, production, and departmental information essential to ensure the successful execution of each event assigned.
  • Oversee set-up and operation of all equipment needed for each event.
  • Maintain a record of events, stage crew members, performances, etc.
  • Suggest items for the operating budget (new and replacement equipment) and submit supporting documentation if needed.
  • Monitor stage crew timecards and submit them to Payroll for payment.
  • Create and maintain inventory lists and maintenance records (reporting missing items to the chair).
  • Coordinate with the Office of Environmental Health, Safety, and Risk Management (EHSRM) to ensure patron and performer safety in Music Department facilities.
  • Analyze and evaluate operational procedures and policies to achieve the highest level of customer service.
  • Maintain an open working relationship with:
    • Related personnel in regional performing arts venues;
    • UIW personnel (EHSRM, Special Events, Media Center, UIW Maintenance, Housekeeping, the Music Department, other UIW departments).
  • Attend the annual Music Department calendar planning meeting.
  • Perform other duties as assigned by the Music Department Chair.

Qualifications


Knowledge Skills and Abilities
Secretarial
  • Ability to multi-task within a face-paced academic, administrative environment.
  • Ability to work constructively in a collaborative environment demonstrating professionalism at all times.
  • Ability to work independently.
  • Ability to interact with constituents in a positive, friendly, and helpful way.
  • Proactive self-starter.
  • Excellent interpersonal skills.
  • Excellent communication skills.
  • Proficient in spelling, punctuation, grammar, and other English language skills.
  • Fluency in Microsoft Office Suite.


Venue Manager
  • Ability to communicate effectively and efficiently with constituent groups both verbally and in writing.
  • Ability to interpret and understand technical documents and drawings.
  • Ability to perceive and make subtle adjustments to lighting intensity and hue.
  • Ability to perceive and make adjustments to audio quality and intensity in technical systems.
  • Ability to keep accurate records.
  • Ability to work a flexible work schedule including evenings and weekends corresponding to the events schedule.
  • Ability to manage multiple projects on varying timelines under potentially stressful circumstances and maintain control of the projects.
  • Ability to work constructively in a collaborative environment.
  • Ability to work independently.
  • Ability to interact with constituents in a positive, friendly, and helpful way.

  • Ability to work effectively with individuals from diverse communities and cultures.
  • Employee shall adhere to all applicable rules and regulations of the University, the Conference, and the NCAA.
Required Education
Bachelor Degree.
Required Work Experience
At least three (3) years of experience performing relevant venue operations including administrative duties.
Preferred Qualifications
  • Bachelor of Fine Arts in Technical Theater.
  • Venue manager training.
  • Three (3) years experience working with computerized audio consoles and lighting systems.
  • Knowledge of Canvas CMS.
  • Knowledge of SCT Banner (Oracle-based, Internet-native technology solution) for the higher education community.
  • Fluent in Spanish language.
Required Certifications, Licenses or Registrations
Must have a valid driver license, driving record that is insurable by UIW insurance carrier, and be at least 21 years of age, as required to drive for UIW.
Work Hours
Typical Monday through Friday 8am to 5pm with flexibility to meet venue schedule, to include extended and weekend hours as needed to meet departmental goals.
Physical Demands
Secretarial
  • Ability to lift and move up to 25 lbs of office materials;
  • Ability to reach overhead, bend, squat to retrieve or store office materials;
  • Ability to regularly move about campus to deliver/pick-up office items and mail, as well as attend meetings.


Venue Manager
  • Ability to work at heights in excess of 30 feet.
  • Ability to ascend/descend stairs and ladders and traverse catwalks.
  • Ability to actively engage in events for extended periods of time.
  • Ability to regularly move about event venues to actively engage attendees, performers, and crew as well as attend meetings on and off campus.
  • Ability to respond quickly and with precision to event issues which may occur.
  • Ability to push/pull equipment such as pianos, as well as assist in the set-up/tear down stackable chairs and music stands.

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