Events & Financial Operations Specialist

Events & Financial Operations Specialist

About Wisconsin Union Theater and the position:
The Wisconsin Union Theater’s (WUT) mission is to present, promote, and cultivate a lifelong appreciation of the performing arts, especially among the University of Wisconsin – Madison students.

For more than 75 years, WUT has been a center for cultural activity in the heart of campus. Located in Memorial Union, just steps from downtown Madison and State Street, the renovated concert venue features three versatile performance spaces and an expansive history of remarkable performances, including the annual classical Concert Series.

WUT's performance venues include Shannon Hall, Play Circle, and the Festival Room, a large rehearsal space/dance studio. All spaces have fully sprung stage floors, state-of-the-art lighting, and comprehensive sound and video systems.

The Wisconsin Union Theater, through a student-led committee, presents a season of performing arts including music, touring dance, theater, comedy, spoken word, and annual festivals. Additionally, the Union Theater hosts numerous campus events including graduations, lectures, conferences, as well as performances by university departments, registered student organizations, and community organizations.

The Wisconsin Union Theater is committed to creating an equitable, diverse, and inclusive place for the staff, crew, and students who work in the WUT and for the performers, artists, and audience members who engage with the WUT through our programming, events, and activities.

Events & Financial Operations Specialist
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 purchase orders, processing invoices, coding/tracking expenditures, preparing simplified bid and capital purchase paperwork and serving as the department expert on purchasing policies.

-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.

Position is open until filled. Please apply online:

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Minimum $21/hr depending on qualifications

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