Special Events Manager - 15149C

Duties & Responsibilities:


•    Facilitate communication within the Department of Music and among students, faculty/ staff, and administration
•    Generate a wide range of documents, from emails and letters to memoranda and reports, on a personal computer
•    Greet and direct visitors, screen calls, respond to routine questions regarding policy/procedures, make referrals to other sources of information
•    Assist students with registration by clearing advising holds and issuing permits
•    Pay invoices and order supplies via requisitions in Banner
•    Manage receipts and submit monthly Pcard expense report in Concur
•    Manage 13 departmental accounts by monitoring monthly budgets and expenses using Banner and Excel
•    Manage travel for 20 faculty as well as student groups in Concur as the delegate for Music, including creating travel requests, collecting receipts, and creating expense reports. Book reservations for accommodations and group meals for group travel. Student group travel occurs yearly, and may include band travel to bowl games, international choir tours, and small ensemble trips

•    Requisition of rental vehicles for employee travel
•    Manage use of the Department card for faculty travel and Department card reports in Concur
•    Create Tcard reports in Concur for 2 Music faculty who have Tcards
•    Gather requisite documents and complete Taleo onboarding processes, background screens and course set up for new faculty
•    Complete Taleo onboarding process for new adjuncts, offer letters, and EPAFs for 16 adjuncts each semester
•    Complete Talco onboarding process, offer letters, and EPAFs for up to 9 graduate assistants
•    Hire and supervise student workers as needed
•    Process payroll forms - ACF's and Extra Comp forms when required
•    Process Foundation requisitions from 16 music-related Foundation accounts, as well as budget transfers, IDT's, and expense transfers
•    Collect vendor information and process payment for guest artists
•    Assist the Lecture-Concert Series chairperson with account management, calendar submissions, processing payments, and accommodations for guest artists
•    Assist the A-State Open Marching Band Competition with account management, procurement, and arrangement for judges' transportation, accommodation, and remuneration
•    Acknowledge donor gifts to department by creating and sending individualized thank-you letters
•    Assist Dept Chair with annual HEADS data report by requesting information from appropriate departments, analyzing departmental data, compiling and submitting report
•    Build Music courses in Banner each semester
•    Attend faculty meetings and record minutes

•    Maintain sufficient supplies for the office and the department by ordering, receiving, and stocking supplies
•    Manage purchasing, invoices, and payroll for summer Choir and Jazz camps, including camp
counselors and guest clinicians
•    Maintain the department's extensive calendar of events and performances via Google Calendar
•    Submit departmental events to the university's event calendar
•    Maintain and manage classrooms schedule, access and usage
•    Establish and maintain various computerized and paper files, records, and logs
•    Retrieve information as needed for reference or to compile reports
•    Pick up USPS mail from the PO Box and distribute to faculty mailboxes
•    Perform related duties as required or assigned

FOWLER CENTER RESPONSIBILITIES (including Bradbury Art Museum)

•    Manage Fowler Center budget including the Bradbury Art Museum
•    Handle scheduling for all of Fowler Center/Manage the Fowler Center Calendar
•    Book all events (A-State, community and professional)
•    Work with the First National Bank Arena regarding event conflicts
•    Work with the A-State Box Office regarding ticketing/seating for events
•    Work directly with A-State Legal Counsel and the Directors in contractual agreements for all events and event rentals.
•    Handle needs for all event guests (lodging, transportation, Sodexo catering and other onsite needs) Handle safety arrangements for all events including police protection and ushers
•    Oversee Event Forms to be completed for each activity
•    Arrange interviews for the Directors regarding event publicity
•    Assist with outreach activity arrangements regarding event guests
•    Manage Constant Contact for all events
•    Manage communication with Friends of Fowler and patrons
•    Assist the Fowler Director in creating programs for Fowler Series events
•    Print and fold programs for Fowler Series events
•    Assist the Directors/marketing interns/student workers with Facebook/Twitter/Instagram accounts for social media and publicity
•    Assist the Directors with website information and design
•    Manage legal sales by visiting artists on site (CDs, artwork, promotional materials)
•    Manage incoming and outgoing mail
•    Assist in the management of Guidelines & Procedures and Rental Agreements
•    Assist in the hiring of employees, student workers and placement of student interns
•    Create work orders for all facilities issues
•    Manage travel for BAM staff and visiting artists
•    Manage purchase cards and requisitions for Fowler

•    Perform related duties as required or assigned



Knowledge of supervisory practices and procedures
Knowledge of special event programming
Knowledge of facility and equipment requirements for special events
Knowledge of budget development and purchasing procedures related to special events

Ability to plan and develop special events programs
Ability to purchase and direct set-up of multi-media equipment
Ability to maintain financial records related to special event activities
Ability to direct the work of subordinates


General Days/Hours:

Monday - Friday
8:00 a.m. - 5:00 p.m.
Additional hours as requested and/or needed
Regular and reliable attendance



Please note: all position postings close at 12:00 A.M. CST on the position closing date

Job Requirements

The formal education equivalent of an earned Bachelor's Degree in public relations, marketing, business administration, or a related field

One (1) year of experience in special event programming or a related area, including one (1) year in a leadership capacity

Other job related education and/or experience may be substituted for all or part of these basic requirements, except for certification or licensure requirements, upon approval of the qualifications review committee



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