Client Services and Event Coordinator

Pittsburg State University is accepting applications for a Client Services and Event Coordinator in the Bicknell Family Center for the Arts to be responsible for performing assigned duties related to facilitating for client services, event coordination/documentation, administrative tasks, and assisting with the operational and production aspects of the Bicknell Family Center for the Arts which houses a performance hall, theater, art gallery, exhibit room, reception room, rehearsal hall, and various technical and support spaces. The Client Services and Event Coordinator is responsible for safe, successful, and timely execution of events, projects, and productions through the operation of the facility, its equipment, staffing, and supervision of events and production projects.  

Duties and Responsibilities  

45% Client and Event Coordination  

• Coordinate technical and client services with facility users, service providers, and artists (their respective agents, representatives, and crews).  

• Oversee all reservations and requests associated with the BFCFA, including ensuring events are entered into the scheduling system.  

• Assist in the preparation of and/or review of contracts and planning documents relevant to mounting productions and events. Make recommendations for the modification of planning documents as necessary to ensure contract obligations are met.   

• Work with our marketing partners to ensure social media accounts are properly maintained and the Bicknell Presents programming is adequately advertised.  

• Serve as a primary emergency contact for the building in the absence of the Director or Technical Director.  

• Close/lock the lobby and office at the close of business Monday-Friday.  

25% Production  

• Work collaboratively with the facility’s staff, various campus departments, units, and off-campus users to provide technical and facility services to ensure successful operations and event execution.  

• Supervise staff, stage productions, and operate various types of technical equipment to meet the needs of the client/production.   

• Assist with coordinating, setting up, and administrating assigned events (on/off-site).  

• In conjunction with clients and production staff, ensure the following conform to users’ specifications as assigned:   

• Lighting design and setup,   

• Audio production (live, recording, streaming, archiving).  

• Operation of staging, rigging, lifts, and fly systems.   

• Equipment procurement and operation.  

• Set-up of VIP rooms and meeting/banquet rooms.  

• Front-of-house operations (lobby, coat-check, ushering, and providing tours).  

• Office operations.  

• Safety standards.  

• Volunteer coordination.   

 10% Supervision and Training  

• Hire, supervise, and coordinate the work of staff, volunteers, and outside staff and service providers to ensure safety and production standards are met by following industry best practices.   

• Provide and/or oversee training programs and document staff participation.  

• Maintain the Center’s operational readiness by following established guidelines and directions.  

• Serve as backup for other full-time staff in their absence.   

  5% Equipment Maintenance and Inventory  

• Perform, coordinate, and supervise hands-on repair, maintenance, and/or replacement of Center equipment.  

• Maintain an accurate inventory of Center resources.   

• Contribute to long-range planning of purchasing new and replacement equipment.  

  5% Event Documentation Responsibilities  

• Manage assigned event booking processes and maintain requests, performances, and attendance records.   

• Contribute to preparing financial documents, including event budgets, equipment rental rates, and other financial information used in event planning and closeout.   

• Maintain and prepare technical and procedural information manuals and training documents for the Center as assigned.  

• Perform and document assigned safety inspections.  

 5% Facility Handoff and Security  

• Perform daily set-up and/or break-down duties according to assigned or current events to ensure a smooth hand-off to the next coordinator on duty.  

• Ensure the facility’s security system is armed or disarmed appropriately for current operations or unoccupied modes.  

  5% Miscellaneous  

• Serve on University committees as requested.  

• Other duties as assigned by the Director.  

Education and Experience 

Required Education and Experience at Hire -  

• Bachelor’s degree  

Preferred Education and Experience -  

• Experience with event planning or live events.  

• Experience with schedule management  

Screening Services (Background Checks):  Your employment with Pittsburg State University is contingent on a satisfactory criminal background check and sex offender check. 

Salary Range:   $17.50 - $17.75 per hour 

 Job Type: Unclassified 

Appointment Duration:  12 months 

Work Schedule:  Full Time – Monday through Friday 8:00 a.m. to 4:30 p.m.  Schedule may vary as needed to cover assigned events. 

Application Documents Required*:  

• Resume 

• Cover Letter 

• Names and Contact Details for Three (3) Professional References   

*Consolidate documents into a maximum of 2 to upload.  

Open until Filled  

Search Committee Chair: Stacie Nelson (sanelson@pittstate.edu)  

Visa Sponsorship is not available for this position.