Coordinator of Theatre Operations and Facilities

Duties & Essential Job Functions:

1. Facilitates departmental objectives by providing support of the academic theatre program, theatre production, and special theatre event programing; interpreting and communicating regulations, requirements, and criteria to students and faculty; explaining guidelines and procedures to faculty, parents, students, and staff.
2. Manages and oversees the department’s financial accounting by monitoring expenditures and revenue; preparing and submitting departmental budgets; creating projections and implementing strategies to meet departmental financial responsibilities; approving expenditures within university and departmental guidelines; preparing financial reports and communicating issues or needs to Chair of Theatre.
3. Manages departmental operations and administrative functions by planning and implementing office systems, layouts, equipment procurement, and computing and facilities maintenance.
4. Manages policies related to risk management including departmental campus programs for minors.
5. Oversees facility operations, classroom technology and maintenance projects. Communicate with freight companies for large deliveries involving loading dock. Distribution of goods upon delivery.
6. Assists faculty with academic advising by serving as a liaison to College of Fine Arts Degree Certification; attending College of Fine Arts advisor training and communicating new information to faculty and students as necessary.
7. Determines policy and procedure improvements and implements changes individually and/or in consultation with Chair of Theatre.
8. Supervises summer and special programs by coordinating with TCU Conference Services; scheduling programs and offerings; developing and directing publicity and marketing materials; managing budgets and associated staff.
9. Coordinates departmental special events by arranging and attending meetings with other university offices; determining special event requirements and expediting services; providing coordination and assistance to the Chair of Theatre.
10. Manages vendor creation of independent contractors and student workers, obtaining appropriate documentation, contracts, and approval of payment. Prepare and submit contracts for vendor types on campus supporting theatre productions and curricular needs.
11. Manages contract administration associated with theatre programming, guest artists, senior showcase (local and New York), theatre professionals, and labor unions for both academic theatre and special theatre event programming including insurance requirements for on- and off-campus programming.
12. Acquires and arranges for licensing rights to material produced by the department and ensures compliance required by publishing house agreements in marketing and publicity efforts.
13. Facilitates training with Purchase Card users to keep updated on new systems and in compliance.
14. Manages marketing and public relations efforts for Department of Theatre including advertising schedule, media reservations, marketing material project management, departmental photography including scheduling freelancers and managing Theatre production photo archives.
15. Processes special requests for space access from other departments, Conference Services or outside vendors. Schedule space requests for theatre students/faculty/staff—check AdAstra for space reservations in Ed Landreth or other campus buildings.
16. Oversees five areas of theatre production by monitoring area budgets; assisting area heads with training compliance and with needs that arise from producing theatre in both on- and off-campus venues.
17. Requests and management of keys and swipe access for faculty, staff, students, and stage managers.
18. Provides grant writing support for theatre initiatives and programs.
19. Performs other related duties as assigned.

Required Education & Experience:

• Bachelor’s degree and 2 years of business operations experience OR High school diploma or GED equivalent and 4 years of business operations experience.

Preferred Education & Experience:

• Accounting / budgeting experience
• Experience in Theatre operations

Required Licensure/Certification/Specialized Training:

None

Preferred Licensure, Certification, and/or Specialized Training:

• Concur
• PeopleSoft
• Jagger

Knowledge, Skills & Abilities:

• Knowledge of specific job-related programs
• Knowledge of university and department specific computer software
• Skill in strong customer service and interpersonal skills
• Skill in some or all components of Microsoft Office
• Skill in Microsoft Windows navigation
• Skill in basic keyboarding, record keeping techniques
• Ability to communicate information effectively
• Ability to draft grammatically correct correspondence
• Ability to manage multiple projects and meet deadlines
• Ability to assume administrative tasks and make independent decisions regarding daily activity and building maintenance

Physical Requirements (With or Without Accommodations):

• Visual acuity to read information from computer screens, forms and other printed materials and information.
• Able to speak (enunciate) clearly in conversation and general communication.
• Hearing ability for verbal communication/conversation/responses via telephone, telephone systems, and face-to-face interactions.
• Manual dexterity for typing, writing, standing and reaching, flexibility, body movement for bending, crouching, walking, kneeling and prolonged sitting.
• Lifting and moving objects and equipment up to 25 lbs.

Work Environment:

• Work is indoors and sedentary and is subject to schedule changes and/or variable work hours.
• This role is an on campus, in-person position.
• There are no harmful environmental conditions present for this job.
• The noise level in this work environment is usually moderate.