The Events & Financial Operations Specialist for the Wisconsin Union Theater (WUT) provides operational support for the smooth running of Wisconsin Union Theater activities, focusing on general management, rental events and financial operations for all areas of the Theater. Working closely with the General Manager, the position will shepherd rental events from initial inquiry to completion and work with WUT's production, box office, and front-of-house teams to successfully implement each customer's event. Financial responsibilities include purchasing, processing invoices, coding/tracking expenses, data entry, grant tracking, event financial close-outs, creating financial reports, and assisting with budget creation and management. The Events & Financial Operations Specialist reports directly to the General Manager.
In addition to presenting an annual season of performing arts, the Wisconsin Union Theater maintains a robust rental business including upwards of 250-300 events in Shannon Hall and the Play Circle each year. Events include music concerts, theatrical productions, student-produced variety shows, cultural celebrations, speaker events, conferences, and more presented and produced by a variety of rental customers such as Registered Student Organizations (RSOs), Wisconsin Union Directorate student-run committees, UW departments and offices, Wisconsin Union Members, and external organizations. WUT also houses Campus Arts Ticketing which provides ticketing service for its own season and to UW-Madison's arts departments.
Plans, schedules, documents, and supports service delivery for events using established policies and procedures to meet customer need and ensure event compliance with institutional policy.
20% Communicates with customers to determine event details and requirements, evaluates requests, recommends service plans and pricing, and provides status updates
20% Schedules logistics and secures resources for all aspects of events including space, vendors, and staff; and coordinates details and resolves operational issues
30% Monitors and processes event related transactions and event data and records
10% Assists with planning and the creation of promotional materials and resources for events
10% Supports departmental financial needs including preparing reports, maintaining budget worksheets, and assisting with monthly/annual reconciliations.
10% Executes day-to-day financial tasks including setting up purchse orders, processing invoices, coding/tracking expenditures, preparing simplified bid and capital purchase paperwork and serving as the department expert on purchasing policies.
For the full job posting and to apply, visit https://jobs.hr.wisc.edu/en-us/job/514247/events-financial-operations-specialist or the University of Wisconsin-Madison Jobs Board at jobs.hr.wisc.edu and search for PVL #261642
For more information about the Wisconsin Union Theater, please visit https://union.wisc.edu/visit/wisconsin-union-theater/
To ensure consideration, application must be received by July 11, 2022.
Bachelor's Degree preferred - Ideally in arts administration, business, event production, or a related field; or equivalent education/work experience.
-A minimum of 3 years arts administration/business experience within the performing arts, live event production, venue operations, or related field. -Experience with financial processing, accounting procedures and/or budgeting, and the ability to work within rigorous accounting policies-required; experience in a higher ed setting a plus. -Previous customer service experience in a role working directly with customers-required -Proficiency with Microsoft Office and Google Suite, with a high level of comfort and experience with spreadsheets-required. -Previous experience with Event Management Software (EMS) or other event booking software, financial systems, ticketing software, and/or databases-preferred -Ability to communicate and work effectively with students and groups of varying backgrounds, interests and abilities in an atmosphere of mutual respect. -A demonstrated commitment to social justice, equity, diversity, and inclusion.
Employer will assist with relocation costs.
Additional Salary Information: Minimum $21.00 hourly depending on qualifications
Internal Number: 261642
About Wisconsin Union Theater
For more than 75 years, the Wisconsin Union Theater has been a center for cultural activity in the heart of the University of Wisconsin Madison campus. Located in Memorial Union, the renovated Theater features two versatile performance spaces and an expansive history of remarkable performances.