Tuscaloosa Amphitheater Operations Manager

Summary

This purpose of this classification is to perform managerial and administrative work functions associated with planning, developing, organizing, overseeing, and implementing concerts and events for the Tuscaloosa Amphitheater. Work with tours, production, and vendors to ensure a successful concert. The job is to perform responsible work in the day-to-day management of the Tuscaloosa Amphitheater.

Essential Functions

The following duties are normal for this classification. The omission of specific duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned. Specific duties listed may not be required for all positions within this classification, but are determined by the normal requirements for the particular position.

Ensures supervisors and staff are aware of and follow all City safety policies and procedures. Ensures supervisors and staff have the proper personal protective equipment necessary to mitigate job hazards. Consults with Safety Director to ensure proper safety training is provided to supervisors and staff.

Manages and operates the Tuscaloosa Amphitheater, city-hosted events or other events or venues as assigned or directed; oversees day to day operational issues to include coordinating with consultants, third party vendors, subcontractors, and city staff to ensure logistics of events are executed according to plan and expectation of the city and/or client; ensures that the venue or event complies with applicable local, state, and federal regulations.

Acts as a liaison between external vendors, city contractors and internal departments, venue or event set up and break down, acts as the City's liaison to other venue and facility managers, media, and patrons, as needed.

Enforces all public safety regulations.

Manages special events at the Tusc AMP including coordinating rental agreements, determining necessary resources for the event and assessing events costs, invoicing customers and collecting for reimbursements of costs, as necessary.

Provides support to the Tuscaloosa Amphitheater event staff and oversees the operations of the venue and/or event to ensure coverage; serves as the day-to-day liaison between the city and the public during venue and/or event operations.

Supervises, directs and evaluates assigned staff, processes employee concerns and problems, directs work, counsels, disciplines and completes employee performance appraisals.

Assists in the preparation of venue and/or event budgets; monitors expenditures and revises; processes documentation pertaining to payroll and personnel; completes, reviews, approves and/or forwards as appropriate; maintains records; reviews all invoices, proposals and rental contracts from third party vendors for each venue to assure accuracy and billing for each event.

Oversees staff and coordinates with subcontractors and to ensure safe and successful events in conjunction with the consultant, vendors and rental clients; determines resources necessary and available, such as equipment or labor, and compares with event requirements; coordinates obtainment of additional resources as needed (e.g. rental equipment, etc); develops and implements a recruiting, training, and/or internship program for seasonal, permanent, and volunteer staff.

Coordinates and produces city-sponsored events as assigned by Mayor; acts as a community resource and information liaison related to city-sponsored events.

Researches the needs, cost effectiveness, and possible available resources for new events and programs.

Assists with risk management and financial controls pursuant to city's policies; conducts show settlements with city consultant and artist's representatives as needed; assists with executing cash handling procedures, draft approvals, payroll and accounts payable as designated by the city or by the city's consultant; sets up and monitors cash flow procedures, rental rates, and event settlements for private events.

Speaks with graduate and undergraduate classes to gain interest from students, as needed; upholds all intern requirements from all programs; manages students in the work environment; forms and oversees partnerships with the University and local colleges for services such as audio visual through the telecommunications department.

Coordinates with managers and directors of city-owned facilities and venues to plan and promote events; serves as the initial point of contact for the public to secure private use of facility and/or venues.

Composes, prepares, reviews, and/or approves a variety of forms, logs, requests, records, reports, correspondence, and various other documents associated with daily responsibilities of this position; maintains files and administrative records.

Maintains a comprehensive, current knowledge and awareness of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends meetings, workshops, and training sessions as appropriate.

Performs needs assessment to plan, coordinate, develop, and supervise venue renovation projects, which may include supervising contractors.

Remains on call during scheduled events and/or works various shifts, weekends, and/or holidays as deemed necessary; notifies appropriate personnel when unavailable for duty or call out.

Ensures preventative maintenance is performed as assigned; directs preventative maintenance and repairs to audio/visual systems, catering support kitchen equipment, and FF&E.

Conducts safety inspections of the assigned venue and takes corrective action as needed.

Assists in the long-term plan for capital improvements for assigned venue and makes recommendations for deferred maintenance projects.

Assists with the implementation and execution of event and venue policies, procedures, programs, and agreements as developed by city or city's designee.

Serves as a venue and/or facility representative during events and responds to and resolves emergency situations and/or patron problems such as medical emergencies or security incidents; ensures all aspects of events are implemented and controlled according to plans.

Coordinates with the Director of Arts and Entertainment or designee on scheduling of events; maintains private events calendar; books and schedules city facilities and services for outside organizations; promotes use of venues and facilities.

Coordinates and produces city-sponsored events as assigned by Mayor; acts as a community resource and information liaison related to city-sponsored events.

Serves in the capacity of public relations/liaison on matters relating to events, and at department meetings; monitors the activities of personnel assigned event duties and responsibilities; coordinates event logistics to include adequate parking for all events, medical and security coverage.

Maintains direct contact with personnel of various city departments, and outside organizations associated with scheduled events.

Monitors, determines, and/or arranges physical maintenance of event facilities as required; provides assistance and information to all parties regarding event facility use and capabilities.

Performs fiscal and budget responsibilities to include budget supervision, payment of bills, and monitoring of all earned income.

Corresponds with all involved parties to events via various methods of communication; tracks event attendance; develops marketing literature and/or other information pertinent to events and/or targeted at growing venue business; assists with social media.

Maintains positive relationships with all vendors; resolves any issues as they may arise.

Responds to city or state officials, employees, and/or other citizens or patrons' questions and comments in a courteous and timely manner; communicates and coordinates regularly with appropriate others to maximize the effectiveness and efficiency of city operations and activities; may represent the city on related community matters and acts as liaison with community leaders.

Assists with researching the needs, cost effectiveness, and possible available resources for new events and programs.

Develops and implements programs to introduce the Tuscaloosa Amphitheater into the community at all levels; continues marketing and promoting the Tusc AMP and/or events to the public.

Coordinates with city departments and outside agencies to secure resources and gather information; maintains positive working relationships with community and neighborhood-based organizations, customer groups, private agencies, and other public agencies.

Work involves evening and/or weekend work as necessary; works events at city venues and events as required including those that occur during regular work hours, as well as those that occur in the evening, at night, and over the weekend; often a flexible schedule is used to accommodate multiple and lengthy events.

Coordinates and conducts a post-event debrief to review all incidents with the goal of correcting inadequate processes, procedures, or responses or addressing facility requirements.

Attends meetings and serves on committees.

Recommends policies and procedures that guide and support the provision of quality services by the Department.

Incorporates continuous quality improvement principles in day-to-day activities.

Must meet regular attendance requirements.

Must be able to maintain good interpersonal relationships with staff, co-workers, managers and citizens.

Must accomplish the essential functions of the job, with or without reasonable accommodations in a timely manner.

Amphitheater Specific Duties

Serves as primary point of contact for weather policy administration and determination of hazardous conditions as pertinent to events; maintains contact with local EMA and National Weather Service; acts as the City's Severe Weather Emergency Team Coordinator.

Reviews all performer contracts and riders to determine City responsibilities; takes actions to ensure contractual compliance and a successful show and satisfied entertainment vendor.

Makes event-specific preparations for each Amphitheater show depending on the size, scope and type of show planned; coordinates with Red Mountain Entertainment, Ticket Master and City staff to estimate attendance, approximate staffing and resource needs; arranges for needed resources from contracted vendors.

Reviews show details to layout the available seating for each show; prepares a venue map specific for each event depending on contract and event specifications; coordinates with Box Office Manager to ensure all available seats are properly accounted for in the ticket sales system; works with Red Mountain Entertainment, box office and usher staff to relocate patrons if show details change.

Responsible for show-day operations; acts as the liaison between production and the City of Tuscaloosa for front-of-house operations; oversees all city and contracted staff to determine placement and release times; serves as the operations section chief or incident commander as directed by the Director of Arts and Entertainment.

Provides direction and works with contracted and city staff supervisors on pre-show, show-day, and post-show responsibilities; hosts a pre-show planning meeting; communicates throughout event planning and operations regarding issues that need to be addressed; provides feedback on areas needing improvement.

Requests and receives quotes for show expenses from city staff and contractors; approves and verifies hours worked at event; submits invoices for settlement.

Receives and reviews all show-day incident reports; takes action as needed; maintains a log of all incidents and supporting documents.

Coordinates and conducts a post-show debrief to review all incidents with the goal of correcting inadequate processes, procedures or responses or addressing facility requirements.

Coordinates with external agencies, such as Tuscaloosa EMA, Alcoholic Beverage Control Board agents, West Alabama Narcotics, the University of Alabama.

Live at the Plaza

Plans, organizes and coordinates musical performers for Live at the Plaza; selecting eighteen artists out of submission pool of applicants.

Creates a balanced lineup of artists that professionally represent all genres of music.

Communicates with performers regarding their performance fee, scheduling and day of show logistics; creates agreements for each artist and coordinates with finance and legal on required documents and execution of agreements.

Gathers live performers’ bios, stage plots, band photos and distributes to production and communications.

Remains on site the day of show as liaison for the city; directs production, coordinates load-in/strike with all performers and remains in contact with the National Weather Service in case of inclement weather; communicates information to designated departments.

Holidays on the Plaza

Oversees the planning, building, operation, and breakdown of the ice rink for Holidays on the Plaza.

Schedules appropriate staff to transport stage and build the rink.

Works with the legal department and facilities maintenance on specifications needed for the Chiller bid.

Coordinates with outside vendor on chiller delivery, set up, operation and strike; monitors chiller temperatures during the entire HOTP season and relays issues immediately to proper resources.

Schedules overnight staff to make ice and constantly monitors ice for the season.

Troubleshoots mechanical issues with Zamboni, tractor and chiller.

Schedules special events crew and event staff during the entire season; Publishes weekly schedules for event staff and processes their time for payroll; works with other departments on additional staffing as needed.

Special Events Crew

Manages the day-to-day operations of the Special Event Crew.

Works closely with the Tuscaloosa River Market, Gateway, Tuscaloosa Amphitheater, City Special Events Manager, City Hall and ESD on their event needs and scheduling SEC accordingly; assist other City Departments as needed with their event by gathering information and providing recommendations.

Review and approve timecards in KRONOS; conducts yearly performance appraisals on all SEC employees.

Druid City Arts Festival

Plans, organizes, and coordinates musical performers for Druid City Arts Festival; selects artists out of submission pool of applicants; creates a balanced lineup of artists that professionally represent an appropriate theme for the festival.

Gathers live performer bios, stage plots, band photos and distributes to production and communications.

Communicates with performers regarding their performance fee, scheduling, and day of show logistics; creates agreements for each artist and coordinates with finance and legal on required documents and execution of agreements.

Remains on site the day of show as liaison for the city; directs production, coordinates load-in/strike with all performers.

Works closely with the event VIP sponsor for all of their needs; coordinate delivery of their tables, linens and chairs for the VIP sponsor tent and oversees the breakdown.

Performs other related duties as required.