The Program Manager is the primary administrator of program-related logistics for the Moss Arts Center and serves as a key liaison for the center with artists and their professional management representatives. The Program Manger is responsible for contract document execution, clear and comprehensive communications in advance of artist visits, and providing highly professional, supportive, and welcoming visiting artist guest services logistics. The ability to work independently, use good judgement, exercise prudent decision-making, and imaginatively solve problems is required.
30% Artist Contract Document Execution
- Generate appropriate artist contract documents from approved templates for presented performances and engagement activities, negotiate changes and updates with artists/agents, track addenda, and communicate closely with artists/agents through full execution of the contract.
- Secure up-to-date technical riders from artists/agents; coordinate review by Director of Production, communicate issues and changes with artists/agents and internal staff.
- Address and resolve contract-related questions and issues with university counsel, other central administration offices, and departmental production, marketing, and administrative units.
- Work with artists and university central administration to prepare for international artists including VISA-related matters, tax documentation, pre-visit background checks, and problem resolution.
- Work with university legal counsel to annually update the cultural events contract and other agreement templates.
30% Artist Services Coordination & Communication
- Maintain regular advance communication with artists/agents regarding artist needs, services logistics, and scheduled artist activities.
- Make visiting artist services plans and reservations as required by contract, as far in advance and as cost-effectively as possible, and in compliance with university policies and procedures.
- Prepare and maintain concise, detailed checklists to organize and track status of artist services arrangements, including lodging, transportation, catering, hospitality, artist parking, event signage, recreational passes, guest wireless connections, housekeeping, and any other artist related needs; prepare artist welcome packets to facilitate their stay.
- Greet artists to help establish a welcoming and helpful environment; provide attentive and professional service from arrival to departure.
- Supervise one full-time artist services assistant and student program support staff; delegate responsibilities effectively, ensure that individuals are adequately prepared for all events to be able to assist on short notice if necessary.
- Establish and maintain positive working relationships with primary and backup suppliers for lodging, transportation, meals, and other services for visiting artists. Negotiate favorable pricing for services and continually evaluate new service providers.
15% Internal Marketing Communication
- Serve as liaison between artists/agents and departmental Marketing and Patron Services units regarding program notes content, publicity interviews, artist merchandise sales, artist ticket comps, backstage guests, and related matters; proof marketing materials and program notes.
- Conduct research and work with artists/agents to establish files for marketing use including background, videos, and images.
15% Budget Management and Administration
- Prepare programming expense budgets, manage expenses within budgets, and identify potential cost savings.
- Manage purchasing and payment transactions through university systems in accordance with required procedures.
- Maintain programming administrative records and properly manage sensitive information.
10% Programming Planning Support
- Actively contribute during planning meetings to ensure fully-coordinated events and to troubleshoot problems.
- Assist Executive Director/Director of Programming as needed for artist booking and scheduling, artist and industry research, and programming ideas.
- Bachelor's degree in hospitality, theater management, communications, or related field, or equivalent combination of education and experience.
- Progressively responsible professional experience at an arts organization.
- Experience interacting professionally with a broad spectrum of event personnel such as guest artists, faculty, students, industry personnel, and others.
- Record of successful experience coordinating projects and/or events including management of timelines, deliverables, documentation, and budgets, as well as working independently within a team environment, working with tact on complex and sensitive issues, and maintaining confidentiality.
- Willingness and ability to work evening and weekend hours, to work a variable schedule based on event schedules, and to drive large vans or other vehicles as needed for local artist transportation.
- Experience leading and/or supervising the work of full- or part-time time staff, student staff, or volunteers.
- Bachelor's degree in an arts field.
- Professional experience at a major presenting organization within an institution of higher education.
- Demonstrated commitment to public engagement, community outreach, and diversity in all forms.
About Moss Arts Center at Virginia Tech
Virginia Tech’s Moss Arts Center presents renowned artists from around the globe and from close to home, with a special focus on experiences that expand cultural awareness and deepen understanding. Uniquely partnered with the Institute for Creativity, Arts, and Technology, the Moss Arts Center houses the Street and Davis Performance Hall and its Anne and Ellen Fife Theatre, visual art galleries, the experimental venue the Cube, and research studios. The Moss Arts Center is creating a thriving creative community fueled by inspiration, where patrons have meaningful experiences, enjoying arts of the highest caliber in a wide variety of forms.