Full-Time Director of Production
Chautauqua Institution is a not-for-profit global convener of dialogue on the most significant issues of the day through engagement across four pillars of the arts, education, religion, and recreation. The Chautauqua community is located on the shores of Chautauqua Lake in southwestern New York State and comes alive each summer with a unique mix of visual and performing arts, lectures, interfaith worship/programs, and recreational activities. The Institution has just recently passed a strategic plan, 150 Forward, that endeavors to expand its reach to year-round programming and to harness its brand for continuous impact. A new Washington, DC, office has opened to allow the Institution to play an ongoing role in the cultural conversations of the nation.
The Performing and Visual Arts Office (PAVA) is responsible for all activities at Chautauqua that pertain to arts and entertainment as well as production of all program, including Popular Entertainment, Chautauqua Symphony Orchestra, Chautauqua Opera Company, Chautauqua Theater Company, Dance Programs, Visual Arts at Chautauqua Institution, Chautauqua Chamber Music Series, Family Entertainment Series, The Schools of Performing and Visual Arts, Arts Education, and Programs for the Departments of Education & Religion as well as numerous other Institution and Community Groups.
The Director of Production will report to the Vice President of Performing and Visual Arts (PAVA) to plan and facilitate year-round production in all rehearsal, performance, and program venues. The position includes critical cross-departmental collaboration while striving to centralize production needs, budgets, and schedules for all programs and presentations. A new position for the Institution, the Director of Production will lead an audit of current production processes, consideration of industry best practices, and make recommendations for cost savings measures, revenue generation, coordination of cross-departmental needs as well as improved processes for communication, scheduling, planning, and producing.
Duties and Responsibilities
- Serve as liaison between Institution departments and the Athenaeum Hotel in scheduling, planning for, and producing events year-round.
- Oversee production needs for events managed directly through the PAVA Office and communicating with guest artist management and institution staff as necessary.
- Communicate needs to appropriate venue crew supervisors (Amphitheater, Lenna, Woods Crews) and Buildings and Grounds staff during the summer season and manage venue needs during the winter season in support of Hotel and Institution events.
- Procure equipment from the Advanced Production Group and other external sources as needed.
- Oversee new use of venues such as Norton Hall, VACI Galleries and Bratton Theater to plan for all needs in advance of first-time events (i.e. lectures in Norton, visiting artists in Bratton, special events in Galleries).
- Oversight of equipment and facilities maintenance of all special events venues, year-round, either via direct oversight or via oversight of (and collaboration with) season-specific venue managers. Venues include Amphitheater, Lenna Hall, Hall of Philosophy, Hall of Christ, Fletcher, McKnight, Norton Hall, Bratton Theater, School of Music buildings and practice cabins.
- Evaluate facilities for building repairs/improvements during the off-season, during the season, process concerns from production heads of various art companies.
- Communicate urgent or emergency repair needs to Buildings and Grounds, serve as the facilitator for these requests from arts company/venue production crews.
- Communicate long term repair/improvement needs for capital expense consideration. Report safety concern issues to Buildings and Grounds, PAVA Office with regards to ADA Compliance, medical emergency equipment needs.
- Coordinate with Director of Security and Safety to gain security and emergency support for large events in the Amphitheater, Hall of Philosophy and other venues as needed.
- Partner with Human Resources and PAVA Administrative Support Staff to direct the hiring process in iCIMS Recruitment/Onboarding Software, including the review of applications, conducting interviews and completing corresponding electronic onboarding processes (including verification procedures for Form I-9 using I-9 Advantage/E-Verify). Write and circulate contracts and manuals for crew positions.
- Hire/support/train all heads of the production crew for each arts company and venue, facilitating production needs as expressed prior to and during the summer festival season.
- Communicate crew expectations to heads of production crews for each arts company and venue, aligning with customer service excellence standards.
- Serve as a ‘first point of contact’ for employee performance/concerns and problem resolution in accordance with established Coaching & Corrective Action Procedure at Chautauqua Institution and in partnership with Human Resources.
- Monitor and/or complete timely authorization of hours worked for payroll processing in UltiPro HRIS System. Audit areas of responsibility to guarantee compliance with Federal and New York State Labor Laws, Company Policies/Procedures, Standard Operating Procedures, and Guest Service Standards.
- Support procedures for Public Health/Safety, including but not limited to Occupational Health & Safety Act (OSHA) Regulations, Fire/Evacuation Procedures, Employee/Guest Injury Documentation, and Worker’s Compensation.
- Coordinate scheduling of events on Arts Vision between all event venues and departments/organizations booking events, both internally and externally, year-round.
- Coordinate efforts of multiple arts company/venue production crews when events warrant collaboration between crews.
- Communicate production and needs to appropriate crews to facilitate efficient crew scheduling.
- Schedule use of the lift truck and other CI vehicles to ensure production needs are met efficiently.
- Schedule use of AV equipment, chairs/other needs to ensure availability and set-up/tear-down time.
- Coordinate weekly production meetings with appropriate staff.
- Offer training in Arts Vision as needed for staff.
- Coordinate expenses of venues within budgets provided for other program departments including Education, Religion, Marketing, Hotel, and Community Groups.
- Manage production budgets for Performing and Visual Arts.
- Collaborate with department heads to create appropriate budgets for each venue/crew.
- Pro-actively seek out cost savings within various department production budgets, including potential collaborations between programs/staff and potential restructuring of budgets/applicable resources.
- In collaboration with Campus Planning & Operations, track capital projects and budget items to ensure timely completion and accurate budgeting.
Facility Maximization and Revenue Stream Generation
- Assess regional needs for facility usage in public and private sectors, as assigned.
- Collaborate with the Athenaeum Hotel to create environments in which needs may be met.
- Collaborate with Hotel and Marketing to devise plans to reach out to regional partners to maximize use and generate revenue from facilities including Norton Hall, School of Music venues, and the Amphitheater.
- As assigned by the VP of PAVA to negotiate various union negotiations and contracts such as IATSE.
- Manage production-related contracts, researching competitor products, services, and leases.
Formal Education Requirements
- Bachelor’s Degree in Theater Technology, Arts Management or similar degree (emphasis on arts event production); Master’s Degree in Technical or Production Management preferred.
Formal Experience Requirements
- 5+ years in arts events production management.
- Experience managing ArtsVision or similar event/venue management software account.
- Experience in creating and managing production/operations budgets.
- Successful history of union (IATSE) negotiations.
Hours of Work
- The work schedule requires a full-time commitment of a minimum of 35-hours/week with flexibility to work evenings, weekends and holidays as required and a willingness to flex up in scheduled work hours (based on business need) – particularly during summer seasonal operations.
Apply online at: https://chq.org/employment
Job Categories: Other. Job Types: Full-Time. Job Tags: communication, director, entertainment, finance, human resources, management, non-profit, and performing arts. States: New York.
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