Florida Facility Managers Association

Programming Manager

Jobs & Internships Title:
Programming Manager

Post Date
8/2/2021

Expiration Date
10/31/2021

Details:
Position Summary:
Under the supervision of the Director of Programming, the Programming Manager (Manager) will interact continuously with clients, promoters, artists’ agents, and artists’ managers in efforts to solidify business for the venues. Manager will coordinate all aspects in the facility booking process - proposing, buying and contributing to the calendar of events. This core responsibility includes managing the progression of events – from acquisition to post-event settlement and includes, but is not limited to, creating estimates, contracting, processing payments, and relaying and gathering interdepartmental information. Responsibilities include but are not limited to identifying appropriate presentations, creating estimates, budgets, contracting presentations and fulfilling event settlements. This position requires knowledge of the live entertainment industry, current trends in the live entertainment industry, including current musical genres and demographics, local market trends and demographics and trending local event and attendance patterns. A working understanding of ticketing, dynamic pricing, marketing, promotions, media and social media is also needed.
Manager will also assist the Director of Programming with delivery of department initiatives and long-range programming objectives. On an annual basis, support departmental multi-year strategic plan, refine specific annual operational goals, action steps and budgetary expectations for the coming year.

Qualifications:
Primary Responsibilities: • Establishes relationships with key touring industry professionals, including agents, managers, promoters and producers.
• Promptly responds to agency and promoter requests for venue holds.
• Researches, selects and develops budget projections focused on the Jaeb Theater, Ferguson Hall and Morsani Hall. Confirms and contracts Manager-selected engagements once approved by the Director of Programming.
• Remains current on industry developments and changes as well as touring artists. • Prepares, tracks and maintains proformas, estimates, contracts and agreements.
• Maintains online event book and settlement for the Straz Center to view historical data for each show. Title: 276 - Programming Manager Department: Programming
Internal Title: (possible edit to Jr. Talent Buyer)
Reports to: Director of Programming Date Updated: June 2022 FLSA Status: Exempt WC Code: 8010 (?)
The statements above are intended to describe the general nature and level of the work being performed by people assigned to this position. This is
not an exhaustive list of all duties and responsibilities. Straz Center management reserves the right to amend and change responsibilities to meet
business and organizational needs as necessary.
• Serves as the liaison between agent, producer or co-promotional partner and the Straz Center’s Marketing and Production departments on Manager’s confirmed and contracted engagements. • Attends conferences/trade shows and networking events and meetings as needed and uses these opportunities to generate new business through cold calling and lead-generation
Financial Responsibilities:
• Ensures that settlements for assigned events are created and executed. This includes night-of settlements as needed and confirms complete event settlement packages are delivered to the Finance department within agreed upon deadlines established between Programming and Finance.
• Facilitates any technical needs with the Production department for assigned events.
• Ensures all event files are maintained in an accurate, complete and up-to-date.
• Reviews event settlements for Straz-presented or co-presented events.
• Tracks contract and payment status as well as collects show expenses and invoices from internal departments for Straz-presented or co-presented events.
• Assists Finance department by providing timely information regarding upcoming cash requirements for shows, for guarantee payments, cash order requirements for day-of-show, settlement payments for overages and/or royalties, etc.
• Works with the Finance department to provide insurance certificates for artists requiring them and reviews any insurance-related issues in contracts.
• Assists with preparing the event budgets under the direction of the Director of Programming.
• Attends departmental and staff meetings.
• Develops and maintains a harmonious working relationship with all other departments. • Works extended and/or irregular hours including nights, weekends and holidays as needed.
Administrative Responsibilities:
• Maintains all show folders, show documents, and show tracking sheets for all assigned Straz events.
• Administrates and coordinates all Straz programming event contracts for assigned events, including those designated by VP, Director or Senior Manager.
• Processes and administrates all Straz programming event and artist payments, including those designated by VP, Director or Senior Manager.
• Attends and contributes to weekly Production & Event Operations meetings.
• Attends and contributes to weekly Programming Dept meeting.
• Attends and contributes to bi-weekly full department meetings.
• Prepares written weekly update for contribution to full department report; submits to Assistant to the VP no later than COB each Thursday.
• Upon request, sends available dates on hall availability to promoters and agents.
Other
• Contributes to overall team effort in planning and development and shares in the decision-making process, implementing and promoting all decisions in a spirit of cooperation.
• Assists in departmental functions and special events and performs other duties when necessary to ensure the overall smooth operation of the department.
• Other duties as assigned.

Comments:
Standardized job requirements for an individual to properly perform this job.
Integrity – Demonstrates honesty and ethical practices in all work-related activities according to policies and procedures with or without supervision. Accountability – Takes ownership for deliverables and actions and contributes value to the organization. Communication Effectiveness – Conveys thoughts and ideas effectively through written and verbal communication, listens for understanding, and is able to give and receive constructive feedback. Collaboration and Support of Diversity – Works effectively with others to achieve a shared goal and puts the interest of the organization above one’s own. Customer Service (Internal/External) – Makes the internal/external customer central to all thinking and consistently creates value for the internal/external customer.
Results Driven and Solution Oriented – Consistently delivers results that meet or exceed expectations and identifies problems early while taking appropriate action to minimize work disruptions. Organizational Knowledge – Expands knowledge of the organization beyond one’s immediate unit/department to support the mission and core values of the Center. Self-Awareness and Personal Development – Understands the impact of one’s own actions on the organization and others and demonstrates desire, drive, and responsibility to acquire knowledge and skills necessary to perform job more effectively.
Minimum Qualifications (Knowledge, Skills, and Abilities):
• Detail oriented.
• Excellent organizational and follow through skills.
• Strong interpersonal skills and the ability to work well with a diverse population.
• Strong attention to detail and highly organized. Effective proofreading ability.
• Contracts and events background experience preferred.
• Financial and budgeting experience preferred.
• Computer proficiency with Microsoft Suite including but not limited to frequently required use of Outlook, Excel, Word, PowerPoint, SharePoint and Teams
• Ability to successfully manage multiple projects and respect multiple deadlines with frequently changing priorities on a tight schedule.
• Availability to work nights, weekends and holidays, as required for events
Education and Work Experience:
• Bachelor’s degree or 3-5 years related experience.
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• While performing the duties of this job, the employee is regularly required to sit and use a computer and the telephone. The employee is frequently required to move from work space to work space within the overall work facility, covering multiple floor locations.

Work Environment:
The work environment characteristics described here are representative of those an employee encounters while performing the functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions.
• The noise level in the work environment is usually moderate.
Travel: Limited annual travel to attend industry conferences is expected for this position.

Employer:
The Straz Center