Ticketing and Events Operations Specialist

Location: Santa Cruz
Job ID: 40509

JOB POSTING

This is a Partial Year Career appointment:

• 1 month unpaid furlough in July and/or August. Exact furlough dates TBD.
• Annual salary: $50,956 (69% of full-time salary, or 30 hrs per week for 11 months).
• Required qualification: Selected candidate embraces diversity in all its forms and strives for an inclusive community that fosters an open, enlightened and productive environment.

For full consideration, applicants must submit a diversity statement with their application. NOTE: it is highly recommended that you merge ALL your application materials into one document and attach as your resume.

NOTIFICATIONS

UC Vaccination Policy: With limited exceptions, COVID-19 vaccinations are required for Covered Individuals under the Policy. Covered Individuals include all employees, students, or trainees who physically access a University facility or program in connection with their employment, appointment, or education/training.

Covered Individuals do NOT include employees who work 100% remotely with NO expectation that they will physically access any University location or program at ANY time. If 100% remote work ends, the employee is subject to policy.

INITIAL REVIEW DATE (IRD)

UC Santa Cruz staff jobs are posted until filled. Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. NOTE: Materials submitted after the IRD will be forwarded only at the request of the hiring unit. Submit your materials before the IRD to ensure consideration by the hiring unit.

The IRD for this job is: 08-25-2022

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It's known as an unconventional place where innovation and experimentation is part of the campus's DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

The Arts Division Events Office provides house management, ticketing, broad event support, page design and layout, production of printed matter, as well as marketing services to events and performances that are presented by the programs and departments of the Division of the Arts.

More information can be found here: arts.ucsc.edu/arts-events

JOB SUMMARY

The Ticketing and Events Operations Specialist oversees front-of-house and ticketing services for the Arts Division, providing ticket fulfillment, cash handling, financial reporting, and technical operations as well as comprehensive coordination and supervisory oversight to serve producer and audience needs at moderately complex and / or medium-size events. The incumbent will hire, train, mentor, supervise, and evaluate event personnel (approximately 25-35 student employees) to provide ticketing services and crowd management and safety protocols. The incumbent also performs financial tracking, billing, communications and marketing services, including layout and print production of event materials.

APPOINTMENT INFORMATION

Salary Information: $50,956 / Annually (69% of full-time salary, or 30 hrs per week for 11 months).

No. of Positions: 1

Benefits Level Eligibility: Full benefits

Schedule Information:

• Part-time, Fixed
• Percentage of Time: 69%, 30 Hours per Week
• Days of the Week: Mon-Fri, weekends as warranted by event schedule
• Shift Includes: Days, Evenings, Weekends

Employee Classification: This is a Partial Year Career appointment

Job End Date: None

Work Location: UC Santa Cruz Main Campus

Union Representation: Non-Represented

Job Code Classification: 006292 (EVENTS SPEC 3)

Travel: Never or Rarely

JOB DUTIES

30% - Ticketing Operations: Responsible for day-to-day operations of Arts Division ticketing operation

• Creates workflows and systems as needed, interfaces with platform provider on technical issues, oversees cash funds, manages satellite ticketing facilities and equipment, assembles required event data, "builds" events in the online platform, oversees producer access to tickets and reports, provides ticket sales and service to clients and customers as needed, troubleshoots technical and equipment issues, provides reports, provides training to key administrative users in the Arts, oversees weekly deposits, etc. Oversees day-of event ticketing operations as needed.
• Interprets and applies policies governing fraud, security, cash handling, and credit card industry requirements to protect University from fraud or other liability.

25% - House Management: Responsible for front-of-house management of events

• Consults with clients on all details regarding events and event planning. Communicates and consults with appropriate campus entities, including parking services. Works with venue manager and client to anticipate and plan for patron needs, including disability considerations. Creates appropriate signage. Provides instruction to on-site audience services crews. Oversees events on site, as needed.
• Enforces safety codes and regulations. Enforce disability access laws and policies. Interpret and apply fire and safety regulations and policies governing use of University equipment and supplies.

25% - Student Supervision: Supervises, trains, mentors and evaluates student corps of 25-35

• Determines and coordinates staffing needs, recruits and hires employees, trains, assigns work shifts within complex multi-venue event schedule, approves time and attendance records (timesheets). Provides ongoing mentorship and feedback to develop student employees. Plans regular meetings with student managers and full crew.
• Develops and refines procedures for ongoing training that reflect key operational goals regarding public safety, professional standards, customer service, patron/audience experience, as well as anti-fraud security and PCI compliance. Coordinates access to professional development opportunities such as first aid training.
• Develops and provides instruction and training on ticketing software as well as operation of electronic equipment.
• Trains event crews in emergency preparedness for power outages and other emergencies that may require evacuation of a venue. Maintains supply of emergency supplies, including lighting and two-way radios.

15% - Communications: Creates and distributes internal and external communications (electronic and print)

• Coordinates with supervisor and clients to publish online event listings, flyers, playbills, notices, forms, training and instructional materials, etc. Works with print and copy service providers.

5% - Administration: Fulfills general administrative functions

• Manages reservations, painting schedule and payments for the Barn Sign billboard service.
• Logs and maintains data in office systems and databases.
• Generates purchase orders and processes orders and invoices for services and supplies.

REQUIRED QUALIFICATIONS

• Bachelors' degree in related area and / or equivalent experience / training.
• In-depth knowledge and understanding of concepts, principles and practices of event planning and public relations, including event design, organization and production. coordinating, and managing performances and presentations featuring an audience.
• Ability to professionally interface with colleagues in marketing, fund development, and technical production to develop and adapt procedures to meet varied needs.
• Ensures smooth-running, effective events, including successfully recognizing and resolving potential and real problems in a timely manner using tact, sensitivity, discretion, and political acumen.
• Thorough knowledge of theory and practice of event ticketing, including operations, sales, and service.
• Broad understanding of theory and practice of audience management, crowd management, crowd safety protocols, and security and emergency procedures related to small and medium-sized gatherings.
• Ability to demonstrate good judgment and decision-making while managing events.
• Ability to give clear directives and use independent, rational judgment to make optimal decisions.
• Ability to master systems and technology, including complex online ticketing software, infrared ticket scanners, ticket printers, credit card terminals.
• Technical expertise to effectively troubleshoot a wide variety of technical system problems or malfunctions.
• Interpret and apply policies governing fraud, security, cash handling, and credit card industry requirements.
• Incumbent must possess demonstrated page layout and composition skills to create accurate and visually pleasing print and digital marketing materials.
• Skill in effectively meeting budget and time constraints.
• Demonstrated organizational and project management skills to work successfully with clients to produce high quality events that meet client needs and appropriately represent the campus.
• Highly developed interpersonal communication skills including political acumen and social perceptiveness.
• Excellent verbal and written communication skills to effectively communicate with diverse populations with competing priorities.
• Ability to achieve throroughness, accuracy, and attention to detail.
• Ability to effectively work with producers, invited guests, donors, government officials, and university VIPs.
• Possess highly developed judgment, decision-making and problem recognition/avoidance/resolution skills, including skill in determining those issues / problems that need to be brought to management's attention.
• Experience maintaining a high standard of productivity within a broad scope of responsibility despite frequent interruptions. Ability to complete large volume of diverse tasks efficiently, meeting established deadlines.
• Ability to complete trainings required by UCSC, including PCI compliance, cash handling (within first 3 months of employment).
• Embraces diversity in all its forms and strives for an inclusive community that fosters an open, enlightened and productive environment.

PREFERRED QUALIFICATIONS

• CPR/First Aid.
• Ability to develop and refine training procedures that reflect key operations goals regarding safety, professionalism on the job, customer service, and patron experience.
• Thorough understanding of the how ticketing intersects with patron seating and house management.
• Experience in PCI compliance, credit card transactions, cash handling.
• Knowledge of principles and practices of student employee recruitment, supervision, motivation, and evaluation.
• Knowledge and skill to set and monitor work standards and protocols.
• Thorough knowledge of the campus, its vision, mission, programs, policies, achievements and infrastructure.
• Knowledge of University policies and procedures relating to the use of University facilities, event management and presentation.
• Experience using InDesign or similar software to produce flyers and playbills; experience cropping and editing images in Photoshop or similar. Knowledge and experience in preparing digital files for printer.
• Ability to broadly review and analyze workflows, processes, and internal systems in order to simplify, streamline, and improve them.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work occasional evenings and weekends.
• The University of California has implemented a COVID-19 Vaccination Policy covering all employees. To be compliant with the policy, covered employees must submit proof of vaccination or have an approved exception or deferral, eight (8) weeks from date of hire.
• Per the Child Abuse and Neglect Reporting Act (CANRA), this position has been identified as a Mandated Reporter. The selected candidate will be required to report known or suspected child abuse or neglect as defined by CANRA and will be required to sign a Statement Acknowledging Requirement to Report Child Abuse prior to commencing employment. CANRA Penal Codes, and related definitions, requirements, and responsibilities may be obtained here.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

HOW TO APPLY

Attach your resume and cover letter when applying for this job opening. Do not attach any documents to 'My Activities'. Visit our How to Apply tutorial for detailed instructions on our applicant process.

EEO/AA

The University of California is an Equal Employment Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.


APPLICANTS ARE REQUIRED TO USE THE UCSC ON-LINE PROCESS
View full job description and access on-line application:
https://careerspub.universityofcalifornia.edu/psp/ucsc/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=11&JobOpeningId=40509&PostingSeq=1

To ensure review of application materials by the hiring unit, they must be submitted on or before the initial review date (IRD) via the Staff Employment Opportunities web site; https://jobs.ucsc.edu. A computer is available at the UC Santa Cruz Staff Human Resources Office located at Scotts Valley Center. The Scotts Valley Center is located at 100 Enterprise Way, Suite E100, Scotts Valley, CA 95066. To learn more or to request disability accommodations, call 831-459-2009. Hearing impaired are encouraged to use the California Relay Service at 800-735-2922. UC Santa Cruz is an Equal Opportunity Employer.

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.

jeid-7a7b6688a2e72f40a36e87b53c950472