Event Operations Administrator

Event Operations Administrator, Full-Time (Non-Exempt)

POSITION PURPOSE:

We are seeking a detail-oriented and energetic Event Operations Administrator to join our team. This role requires an individual who is organized, detail oriented, and passionate about setting up operations for success with internal and external events.

This position reports to the Senior Manager of Event Sales.

PRIMARY RESPONSIBILITIES:

• Event Operations Administration
  • Maintains a deep understanding of museum event policies and procedures. Closely collaborates with the Museum's facilities, security, A/V, catering and visitor services departments to ensure safe and smooth operations for events at the DAM.
  • Ensures the museum's event planning software is accurate and all information requirements are met on time for internal and external events. Communicates with planners as needed.
  • Ensures appropriate staffing requests for events using the Museum's event planning software and acts as the primary conduit for scheduling, questions and overall coordination for departments that support event execution (facilities, security, visitor operations).
  • Maintains an understanding of marquee internal events (Collectors' Choice, Untitled) and their impact across the campus for the purposes of overall museum scheduling and staffing.
  • On a daily basis, records event attendance for internal and external events in the museum's ticketing system.
  • Coordinates museum volunteers that support events.
• External Event Administration
  • Generates contracts, invoices, and payment collection in adherence to the Museum's policies and procedures.
  • Ensures the museum's calendaring systems is accurate and necessary information is included.
• Internal Events
  • Coordinates internal booking process each year to ensure all departments events are accounted for
  • Checks in with internal clients ahead of their event to ensure their staffing notes are complete and they are ordered catering and AV.
  • Participates on planning committee for complex events, as directed
• Departmental Administrative Support
  • Sends monthly event activity reports to accounting.
  • Reviews invoices as needed from accounting to ensure proper billing.
• Consistent usage of the Racial Equity Lens in day-to-day operations.
• Yearly goal setting to support Racial Equity Roadmap initiatives.

QUALIFICATIONS (Education, Experience, Skills, etc.):

• Experience with Social Tables, Vantix ATMS , and EMS helpful
• 3 years of experience in events.

WORKING ENVIRONMENT/PHYSICAL ACTIVITIES:

• Office setting
• Occasional heavy lifting or walking
• Occasional evenings and weekends required

Position type: This position will be covered by a Collective Bargaining Agreement with AFSCME-CWU.

Pay: The hiring salary range for the position is $23.20 - $28.90/hour ($48,100 - $60,100/year) based on experience.

Benefits: A comprehensive medical/dental/vision plan, that can be extended to domestic partner, spouse, and children. DAM 100% paid Life Insurance, and Short/Long Term Disability. Generous sick and vacation paid time off and one personal day. Ten paid holidays. 403(b) Retirement Plan with immediate eligibility to contribute and those who meet the requirements after one year will qualify for the 3% non-elective contribution and 2% match program. A free RTD Eco Pass. Free Telehealth and Employee Assistance Program. Access to Headspace. Two weeks Paid Parental Leave. A free DAM Family Membership and perks. This position is based at the Denver Art Museum, which only has a pay to park option.

NOTE: The DAM prioritizes adaptability and a human-centered work environment. We are happy to consider accommodations to the position. This job description is not intended to be an exhaustive list of all duties, responsibilities, or qualifications associated with the job. We believe in cultivating an environment where there is diversity of perspectives, in hopes that we can all thrive in an inclusive environment.

We know that searching for a job can be stressful so we would like to give you an overview of the process to manage expectations. This role may require a phone screen, interviews with hiring manager and a panel that will be held in-person at the DAM. This position will close on February 24, 2025.

DENVER ART MUSEUM:

As an institution, we believe the Denver Art Museum is both a platform for and an amplifier of the voices of people of all races. We acknowledge that Black lives matter and communities of color - Latinx, Indigenous, Black, and others - have been underrepresented in art museums over decades, both internally and externally. We are committed to elevating all voices, artworks and perspectives and strive to support racial equity inside and out.

We prohibit discrimination against any person or organization based on age, race, sex, color, creed, religion, national origin, sexual orientation, transgender status, gender identity, gender expression, ancestry, marital status, veteran status, political service or affiliation, genetic information, or disability, as well as any other status protected by federal, state or local law.

We strive to provide a professional and positive work environment for our employees. The Museum expressly prohibits any form of employee harassment on the basis of age, race, sex, color, creed, religion, national origin, sexual orientation, transgender status, gender identity, gender expression, ancestry, marital status, veteran status, political service or affiliation, genetic information, disability or any other applicable status protected by federal, state or local law. Actions based on these or any legally protected characteristic will not be tolerated.

We encourage the freedom of gender expression and/or gender presentation. As an institution, we do not create barriers that may prevent any employee from expressing behaviors, mannerisms, interests, and appearances that represent their authentic personality or culture. Qualified candidates are expected to exemplify the DAM's internal values, which include being dynamic, respectful, inclusive, creative, and curious. The ability to maintain effective and positive working relationships with visitors, employees, volunteers, representatives of public and private entities, policy making bodies, and contractors is critical to the success of this position.