Rentals and Programming Assistant

Job Category
CUPE 2950

Job Profile
CUPE 2950 Salaried – Administrative Support 3 (Gr6)

Job Title
Rentals and Programming Assistant

Department
Artistic Programming Chan Centre for the Performing Arts

Compensation Range
$3,881.00 – $4,082.00 CAD Monthly

Posting End Date
November 9, 2022

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Dec 31, 2022

JOB SUMMARY

The Rentals and Programming Assistant is responsible for coordinating all venue and event scheduling for five venues (including the Chan Centre, Old Auditorium, Roy Barnett Hall, Telus Theatre and Royal Bank Cinema). This position is the first point of contact for all rental inquiries, and the incumbent advises clients on rental policies and procedures, and guides clients through all steps of the rental booking process. They also ensure all venue and event calendars are up to date and makes sures that all staff are supplied with relevant and up to date event information.

The Rentals and Programming Assistant is also responsible for gathering booking related information and documentation from clients, and creates and maintains tracking systems and files pertaining to all events. This role also coordinates and schedules venue staff meetings and assists the programming department with administrative support as required.

This position is customer service oriented and requires the incumbent to maintain and continuously update their knowledge of Chan Centre and School of Music events and services. They are responsible for supplying and relaying correct and adequate information to the public, clients and staff members.

This position is situated within a high-volume working environment with frequent and varying deadlines to meet.

ORGANIZATIONAL STATUS

Reports to the Programming and Partnerships Manager and may take direction from the Artistic Presenting Manager. Incumbent takes initiative to respond to the preliminary client inquiries finding out answers to a variety of questions.

WORK PERFORMED

• Coordinates venue booking calendars, and is responsible for maintaining accurate and up-to-date schedules for five performance auditoria and lobbies. Enters all scheduling related information, including academic classes, client holds, and contact information in the electronic booking calendar. Provides scheduling updates to staff as required.

• Acts as the first point of contact for all venue booking inquiries, communicating with prospective clients via phone, and e-mail to answer all booking related questions.

• Using standard rental policies and procedures, advises clients of rental policies and booking processes, including cost and associated fees. Books venues and determines if booking needs to be escalated to Programming and Partnerships Manager for further review or follow up.

• Gathers and evaluates all information and documentation required from clients, and drafts contracts and event estimates in consultation with Programming and Partnerships Manager.

• Schedules and conducts standard tours with rental clients.

• Creates and maintains tracking systems and files pertaining to all current and previous rentals and presentations; ensures all documentation is filed according to appropriate events; attends weekly meetings and updates show files and tracking systems to reflect any changes or additions that have financial implications

• Regularly disseminates venue and rental related information to staff, ensuring all staff are supplied with the relevant and up to date schedule and booking information required for each upcoming event

• Tracks revenue of venue rentals, reconciles against project budget.

• Creates, updates and distributes monthly calendar of public activities to UBC parking, custodial and other internal staff.

• Coordinates and schedules staff meetings; initiates and prepares agendas; attends and records meeting minutes; distributes minutes and follows up on actions required in a timely and efficient manner.

• Drafts and edits reports, compiles statistical data pertaining to rentals, and conducts routine research as required.

• Prepares rental and presentation related spreadsheets and documents, and provides general administrative support to Professional and Community Programming team including assisting with the coordination of staff functions and events.

• In consultation with Programming and Partnerships Manager, drafts a detailed list of events specifying appropriate SOCAN tariffs for the purposes of meeting SOCAN legal requirements. Tracks use of all recorded or live music and completes and submits appropriate licensing reports and paperwork for RE:Sounds and Entandem/SOCAN. Submits reports to finance for payment as required.

• In consultation with Programming and Partnerships Manager, researches, contacts, and coordinates synchronization licenses for any recorded videos for the Chan Centre or relevant School of Music programming.

• Assists marketing team with updating of relevant venue rental information on the website.

• Maintains up to date information on rental policies and procedures; In consultation with the Programming and Partnerships Manager, participates in policy and procedure updates

• Performs other related duties as required.

CONSEQUENCE OF ERROR

Incumbent is expected to use initiative to prioritize and take action on deadlines and multiple ongoing and recurring tasks. Complex problems are referred to supervisor. Poor interpersonal skills could impact clients and patrons resulting in loss of revenue through rental income and ticket sales, and could affect staff relations. Lack of excellent customer service and attention to detail, providing incorrect information and not meeting deadlines would have a negative impact.

SUPERVISION RECEIVED

Generally works independently under minimal supervision with ongoing consultation with appropriate staff as needed.

Must use judgment within defined policies and parameters to supply and relay correct and appropriate information to the public, clients, vendors (UBC and external) and staff members. Major problems are referred to supervisor.

SUPERVISION GIVEN

Is not required to supervise; may explain work procedures to new or inexperienced staff.

On occasion may direct the work of and provide assistance to employees at lower classifications as requested (e.g. student employees, temporary office assistants).

QUALIFICATIONS

• High School graduation, plus one year post-secondary education plus four years relevant experience or the equivalent combination of education and experience.

• Experience working in a fast-paced environment preferred.

• Experience, knowledge of and interest in aspects of the performing arts strongly preferred. Experience with complex scheduling of meetings and / or events strongly preferred.

• Incumbent must be very customer service oriented and have the ability to continuously maintain a reasonable knowledge of the Chan Centre and School of Music, and their events, services and policies.

• Ability to communicate effectively verbally and in writing.

• Ability to work effectively independently and in a team environment. Ability to effectively manage multiple tasks and priorities.

• bility to prioritize and work effectively under pressure to meet deadlines.

• Ability to maintain accuracy and attention to detail and tact in conveying information to clients and staff. Extra attentiveness required for performance of some detailed tasks requiring consistency and accuracy. Ability to effectively use MS Office at an intermediate level (e.g., Outlook, MS Word, MS Excel).

• Ability to adapt to changing priorities. Ability to respond to basic complaints.