Job Details

WHEN APPLYING PLEASE INCLUDE A RESUME AND COVER LETTER 

PURPOSE:

Cal Poly Arts is a department within the College of Liberal Arts responsible for presenting a variety of professional performing arts touring events, primarily at on-campus facilities, including the Performing Arts Center San Luis Obispo and the Spanos Theatre.  In addition, Cal Poly Arts presents occasional programs in off-campus venues and operates an arts education outreach program for local schools.  Cal Poly Arts` programs are self-supported through ticket sales plus sponsorships and contributions.  Full-time staff consists of a Director, a Marketing Manager, a Programming/Development Manager and two Administrative Support Staff. 

Under the general supervision of the Programming/Development Manager, the Event Assistant aids in the execution of the operational details surrounding Cal Poly Arts programs, events and performances. This position will provide information to the campus community and general public, both by telephone and in person, and interpret campus/department policies and procedures.  The incumbent serves as the liaison between the department and visiting artists.

DUTIES AND RESPONSIBILITIES:

The following examples illustrate typical work activities and are not meant to be all inclusive or restrictive:

ESSENTIAL JOB FUNCTIONS     

• Under the supervision of the Programming/Development Manager, and in keeping with the requirements in artist hospitality riders, shop for and purchase food and supplies for artist dressing room hospitality 
• Set up and stock designated areas backstage for artist hospitality 
• Research and purchase food and supplies for night-of-performance sponsor receptions
• Aid the set-up of food, beverages, décor and furniture for sponsor receptions taking place prior to, following, or during intermission at Cal Poly Arts performances, and function as coordinator/lead server at receptions, as needed 
• Manage the artists` needs for hot meals. Depending on the size of the group, take touring artist dinner orders, place order at a local restaurant and pick-up meals, or facilitate the delivery of catering for larger artist groups. 
• Prepare purchase receipts for petty cash check requisitions
• Act as on-site Presenter`s Representative anticipating and fulfilling the needs of artists during performer load-ins
• Occasionally act as a runner to run artist errands or driving artists and/or tour members to and from hotel/airport/PAC 
• With the assistance of Cal Poly Arts student assistants, prepare the lobby prior to each performance by setting up Cal Poly Arts info table, TV and displays, and break down those elements after performances
• Liaison with Transportation and Parking Services (TAPS) to ensure that appropriate parking signage and designated sponsor parking spots are placed properly before each performance. 
• Liaison with PAC and Spanos Theatre house staff and, when appropriate, Cal Poly Bookstore to prepare for book sales and merchandise signing by artists.  When required, accompany artists to and from merchandise signing sessions
• Liaison with the touring artists to coordinate, artist complimentary tickets, backstage guests, meet and greet logistics, etc. Provide artist with local resources when necessary. 
• Liaison with Cal Poly Arts staff and touring artists to prepare for donor meet and greets with artists.  When required, accompany artists to and from meet and greets, manage donor lines and take pictures. 
• Liaison with touring artists regarding artist merchandise to be sold in the lobby, facilitating their sales by providing resources for an appropriate sales area (tables, display equipment, etc.) and selling the merchandise. 
• With the assistance of the Programming/Development Manager, review and determine per contract whether Artist or Cal Poly Arts is responsible for merchandise sales staff. If Cal Poly Arts staff is selling, assign interns to that task and provide any support necessary
• Assist Programming/Development Manager in the execution of on-campus artist master classes and off-campus arts education/outreach activities, including artist transportation and school liaison
• Assist with set-up and implementation of logistics for Cal Poly Arts fundraising and other non-performance events (Spotlight Season Preview, donor recognition events, et al), including catering, decoration, artist hospitality, transportation, sound system, etc.
• Laundry and steaming as needed to maintain linens for receptions. 
• As needed, assist Cal Poly Arts Marketing Manager with special projects for social media

OTHER JOB FUNCTIONS         

• Perform other job-related duties and special projects as assigned .
• Attend training and maintain skill currency as appropriate to safely and effectively complete assignments.

MINIMUM QUALIFICATIONS:

EDUCATION AND EXPERIENCE: High school diploma or its equivalent. Type 45 wpm.  Three years of general office support experience. (Training at a vocational school or full-time college education may be substituted for two years of the required experience on the basis of one year of college education for 6 months of experience.)

LICENSES, CERTIFICATES, DEGREES, CREDENTIALS: Possession of a valid California Driver`s License or the ability to obtain by date of hire. 

REQUIRED QUALIFICATIONS (SKAs):

• Demonstrated customer service experience requiring a high level of diplomacy and professionalism in an environment that will call for flexibility and adaptability to changing circumstances.
• Ability to perform administrative job requirements in an office such ascommunicate via phone, email and in person with vendors, donors, sponsors, and university and industry colleagues.
• Ability to use standard office equipment, such as phones, computers, copy machines, etc.
• Demonstrated ability to maintain a high degree of confidentiality.
• Ability to handle purchases and monetary transactions accurately.
• Ability to perform standard arithmetic functions of a transactional nature, including tracking and comparing data, purchasing and ordering.
• Excellent organizational and time management skills with the ability to work independently and set own priorities to coordinate multiple concurrent assignments with fluctuating and time-sensitive deadlines.
• Thorough knowledge of English grammar, spelling and punctuation.
• Excellent communication skills; ability to effectively communicate information in a clear and understandable manner, both verbally and in writing.
• Ability to initiate, establish, and foster communication and teamwork by maintaining a positive, cooperative, productive work atmosphere in and outside the University with the ability to establish and maintain effective working relationships within a diverse population and with those from various cultural backgrounds.
• Ability to use tact and diplomacy to effectively handle a broad range of high level and sensitive interpersonal situations with diverse personalities, and to respond appropriately to conflicts and problems.
• Excellent computer skills and proficiency with a variety of computer applications including word-processing, spreadsheets, on-line systems, Internet, social media, as well as online calendaring and email.
• Working knowledge of or ability to quickly learn University infrastructure, policies and procedures.

PREFERRED QUALIFICATIONS:

• Bachelor`s Degree
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

SPECIAL CONDITIONS:

• Must be able to lift boxes and materials up to 30lbs
• The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment. 
• Must be able to work a flexible schedule to include evenings and weekends. 
• Must be able to work overtime, occasional holidays, and adjust working hours to meet special jobs.  May be called back periodically to perform work as needed on an emergency basis.
• Must possess a motorized vehicle for work-related activities such as attending off-campus functions, obtaining supplies for events, and transporting guests to and from local locations.
• Must obtain an RBS (Responsible Beverage Service) certification in California and pass the ABC (Alcoholic Beverage Control) exam in order to be able to serve wine and beer at special events in accordance with all laws and regulations. 

COMPENSATION: 

• $22.00 per hour 
• This position classification has been defined as non-exempt and is subject to overtime provisions of the Fair Labor Standards Act (FLSA).