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VAFF Operations Manager & UVA Arts Event Coordinator

Company: University of Virginia
Location: Charlottesville
Posted on: May 17, 2019

Job Description:

Job location: Charlottesville, VA Employment Type: Full-time Posted data: 2019-04-08 Req: R0004836 The Virginia Film Festival (VAFF) and Vice Provost for the Arts office seek an Operations Manager and Events Coordinator to manage and administer the year-round operations and production of all VAFF events and select UVA Arts events. The incumbent will be responsible for overseeing the implementation of all logistical aspects of these events and will manage and coordinate AV and technical needs, negotiate contracts, lead communication with vendors and event staff, produce technical scripts, and supervise seasonal staff. For the Virginia Film Festival (80% of the position), the position will help to identify and reserve screening and event venues; source and hire technical support; develop and implement a production calendar for full time, seasonal, and volunteer staff; book films and guests; select caterers and event entertainment vendors; develop invitations and guest lists; monitor budgets and develop purchasing plans; etc. Once films are selected, this position will work independently to finalize booking the screening rights through distributors, contact guests to arrange travel and accommodations, manage print trafficking, etc. Once events are approved and budgets have been developed, this position will work independently to implement the event operations and logistical needs, from conception to planning to execution. For the Vice Provost for the Arts office (20% of the position), the position will provide event coordination and operations support for select annual UVA Arts events, including but not limited to the President's Speaker for the Arts Series and National Geographic On Campus festival. The joint position will report to the Virginia Film Festival's Managing Director. Operations Management: Recruit, train, and supervise the seasonal positions of Guest Services and Production Coordinators (VAFF) Oversee the logistical operations and production of events (VAFF Arts) Ensure all films are booked, shipped, and distributed to theaters (VAFF) Ensure all guests' travel and accommodations are arranged, and all guest communication is clear, consistent, and informative; and all production and guests efforts follow UVA policies and procedures, minimizing organization's liability, and staying within respective budgets (VAFF Arts) Oversee Audience, Programmers, and Commonwealth Awards, including production, distribution, and tally of ballots as well as communicating with the winners and producing award certificates (VAFF) Oversee the production of the Festival Program (VAFF) Oversee the production and maintenance of the VAFF website (VAFF) Work with Arts Box Office to build and input screenings & events (VAFF) Monitor event related budgets (VAFF Arts) Process event related invoices, POs, transfers, etc as needed (VAFF Arts) Special Event Management: Support the planning and implementing of all special events, including but not limited to the VAFF Press Announcement & Launch Party, VAFF Opening Night Gala, VAFF Late Night Wrap Party, VAFF donor receptions, UVA President's Speaker for the Arts Series, and National Geographic On Campus festival (VAFF Arts) Create and distribute technical information, event logistics, scripts, and post-event reports for contracted vendors, venue staff, staff, and event managers (VAFF Arts) Oversee any needed alcohol licenses and approvals for events (VAFF Arts) Assist in creating guest lists, sending invitations, tracking RSVPs, and on-site event management (VAFF Arts) Technical and Venue Coordination: Manage and coordinate all production, AV, and technical information and needs for all events and screenings with venue and technical staff, as well as contracted vendors (VAFF ARTS) Negotiate of AV, venue, and technical contracts to ensure venues are booked and tech and space needs are met (VAFF Arts) Serve as main contact to all AV and technical vendors, as well as screening venue staff, communicating any event-related AV needs and any potential troubleshooting before, during, and after events (VAFF Arts) Create and distribute technical information, venue scripts, event logistics, projectionist reports, and post-event reports for projectionists, technical coordinators, venue staff, contracted vendors, event staff, VAFF staff, and house managers (VAFF Arts) Responsible for the Festival's equipment inventory, includes evaluating, upgrading, retiring, and purchasing new equipment (VAFF) Support programmer in managing yearly film submission process (VAFF) Other duties as assigned: Assist with training and onboarding for interns and seasonal staff (VAFF) Support general office coordination and administrative needs (VAFF) Support the research and writing of grant applications and other funding requests (VAFF) Will assist with other administrative, planning, and financial duties as assigned (VAFF) Qualifications and Skills: A Bachelor's Degree is required. A degree in Arts Administration, Film, Media, Business, Communications, or related fields, or some equivalent combination of education and experience is preferred, as well as a passion for the arts and film. One year of experience is required. Valid drivers license is preferred. Preference will be given to candidates with two to four years of demonstrated experience coordinating and organizing special events, arts/film programs, and/or film screenings as well as working in a customer service environment. This position will remain open until filled. The anticipated hiring range for this position is $45,000 - $60,000. This position's salary and fringes are supported primarily by earned revenue sources. Expectation for continued employment is dependent upon sustained ability to raise funds to support this position. This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require walking some distance to attend meetings and programs as well as extended hours standing, walking, and lifting > 20 lbs. while implementing events. Questions regarding the application process should be directed to Ashley Cochran, Senior Academic Recruiter . Application Process for those Currently Employed by UVA: Please apply through your Workday Home page, search "Find Jobs", and search for "VAFF Operations Manager & UVA Arts Event Coordinator." Complete the application and attach a cover letter, resume/CV, and three references. Application Process for All Other Applicants: Please visit UVA job board Workday , complete the application and attach a cover letter, resume/CV, and three references (name, email address, telephone number, and address). MINIMUM REQUIREMENTS Education: Bachelor's degree Experience: At least one year of experience. Licensure: None. PHYSICAL DEMANDS This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require walking some distance to attend meetings, and programs. The University of Virginia, including the UVA Health System and the University Physician's Group are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity and affirmative action employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity, marital status, national or ethnic origin, political affiliation, race, religion, sex (including pregnancy), sexual orientation, veteran status, and family medical or genetic information.

Keywords: University of Virginia, Charlottesville , VAFF Operations Manager & UVA Arts Event Coordinator, Executive , Charlottesville, Virginia

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