Director, Events (A) - Frost School of Music

Current Employees: If you are a current Staff, Faculty or Temporary employee at the University of Miami, please click here to log in to Workday to use the internal application process. To learn how to apply for a faculty or staff position using the Career worklet, please review this tip sheet. General Overview: The Director of Events works directly with the University of Miami Frost School of Music’s Dean, other leaders, staff, and faculty to plan, produce, market, and execute events. This position will provide leadership and professional expertise in the planning and implementation of the Frost Music Live concert series, development-related special events such as Winter Wonderful, and general Frost School of Music events. The Director will be responsible for booking artists and negotiating contracts with artists and their management. He/she will facilitate discussion and decisions about issues affecting events; and will ensure that high standards and campus priorities are reflected in the planning and presentation of events. The incumbent will interact with and serve diverse and distinguished audiences and guests, including faculty, staff, UM students, trustees, donors, visiting dignitaries, and community members. The Director of Events works closely alongside the head of Production Services and the head of Concert Halls, ensuring that event production requirements are clearly communicated. The Director of Events supervises two staff members, an Events Manager and a Marketing Specialist. Duties and Responsibilities: Event Planning, Production, and Management (40%) • Direct, produce, and oversee Frost Music Live Signature Series and Frost School of Music assigned events, including timelines, checklists, budgets, booking of performers, and logistics. • Book artists and negotiate and manage contracts in conjunction with the University of Miami General Counsel & Business Services, and ensure contract compliance. • Attend and serve as the on-site director and contact person for all key individuals/vendors involved in the event(s) assigned to him/her. • Collaborate with other internal departments (UM Events Management, President’s Office, Student Affairs, etc.) to coordinate the music/production for special events (i.e. Board of Trustees Dinners, groundbreaking ceremonies, Presidential Inauguration, Cane Talks, etc.) • Develop clear strategies and objectives for each event and adhere to the corresponding timeline from inception to the successful completion of each event. • Make recommendations on program content and determine the flow of the event, facilitate the coordination and briefing of speakers/presenters, assists in contracting guest artists based on the type of event. • Interface with Frost School of Music Development Officers to secure the purpose and strategy behind each assigned development-related event and obtain the corresponding invitee/prospects. • Provide leadership and direction in the execution of the Frost Music Live Signature Series and Frost School of Music special events geared towards donor cultivation, stewardship, and recognition. • Develop and/or maintain high professional standards and procedures for the production of events in keeping with the image and reputation of the University of Miami. • Contribute and participate in discussions and decisions regarding strategies, opportunities, potential conflicts, and other issues related to assigned events. • Coordinate all production needs with the Production Services and Concert Halls teams to ensure seamless execution of Signature Series concerts and other events as assigned. • Create and maintain an annual calendar outlining all assigned special events in order to maximize the potential impact and benefits in key areas geared towards donors/potential donors such as stewardship, recognition, community relations, alumni, etc. Event Marketing (30%) • Develop strategies and evaluate current procedures and practices for advertising related to concerts, online ticketing, and special events. • Work closely with designers, printers, and UM Central Communications or outside UM-approved vendors (graphic designers, writers, etc.) to develop print materials such as postcards, brochures, program books, and any other printed materials for Frost Music Live. • Review art and copy for each ad buy, supervising the work of the Events Marketing Specialist. Write advertising copy as needed. • Work with the Frost School Marketing Director to ensure event marketing strategies properly align with the overall school-wide marketing initiatives • Oversee content updates on the Frost Music Live and Winter Wonderful websites, social media channels, and Constant Contact email distribution list for the Frost School of Music. • Prepare and update the Frost Music Live Signature Series Sponsorship Package outlining funding priorities for potential donors/fundable projects together with the Senior Director of Corporate Relations and Executive Director of Foundation Relations. • Work with Frost School of Music Development officers to make sure Frost Music Live Signature Series sponsors receive proper acknowledgment of gifts and pledge payments. Grant Management (20%) • Identify and research potential grant opportunities to support the Frost Music Live Signature Series. • Prepare and submit grant applications, revised project budgets, and final reports in alignment with funding agency requirements. • Supervise the Event Planner in their creation of an annual grant operations timeline. • Collaborate with the Office of Research Administration (ORA) to ensure compliance with grant guidelines, timely reporting, and proper financial closeout of awarded funds Financial/Staff Management (10%) • Monitor operational budgets for the Frost Music Live Signature Series and Winter Wonderful, anticipate the cost of production and provide budgetary analysis. • Obtain approval and ensure compliance with University Accounting for the budgets. • Interview, hire, train, and manage full-time staff, work-study students, contractors, vendors, and volunteers while maintaining a qualified workforce. • Provide opportunities for professional growth, team building, and mentoring which fosters a positive work environment. Qualifications: • Bachelor’s degree and three to seven years of live event production experience (preferably music) required. • Demonstrate project management, time management, organizational and strong negotiation skills, with the ability to manage details of multiple and complex projects within defined schedules, set priorities that accurately reflect the relative importance of activities or job duties, and effectively carry out event goals in a manner that enhances the image of the University. • Fiscal and budget management knowledge and experience, including the ability to prepare, manage and monitor event budgets, anticipate the cost of production, technical, and promotional needs; ability to learn and understand University policies and procedures, campus financial systems, and to adhere to internal control principles and systems. • Demonstrate integrity, dependability, sound judgment, teambuilding, and resourcefulness to establish and maintain collaborative, positive, and effective working relationships with multiple and diverse constituency groups. • Knowledge of effective human resource management principles and practices, including skills sufficient to hire, train, provide direction, motivate, mentor, and evaluate staff. • Ability to listen carefully to understand, respond, and problem-solve effectively to address concerns and interests of campus constituents, guests, vendors, and others as needed. The candidate demonstrates the ability to work independently with minimal supervision. • Candidate must be proficient in Microsoft Office (Word, Excel, and PowerPoint). Bilingual in English and Spanish a plus. The University of Miami is an Equal Opportunity Employer - Females/Minorities/Protected Veterans/Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information. Job Status: Full time Employee Type: Staff Pay Grade: A13 The mission of the University of Miami is to transform lives through education, research, innovation, and service. A vibrant and diverse academic and healthcare community, the University of Miami and the University of Miami Health System ("UHealth") have rapidly progressed to become one of the nation’s top research universities and academic medical centers in the nation. The University comprises 12 schools and colleges serving undergraduate and graduate students in more than 350 majors and programs. Visit welcome.miami.edu/about-um to learn more about our points of pride. The University ranks No. 55 on U.S. News & World Report’s 2022 Best Colleges list and ranked No. 49 in the 2022 Wall Street Journal/Times Higher Education College Rankings. Bascom Palmer Eye Institute is ranked the #1 eye hospital in the USA and offers some of the nation's premiere eye doctors to treat every eye condition for adults. Sylvester Comprehensive Cancer, part of the Miller School of Medicine, received the prestigious National Cancer Institute designation in 2019. The University of Miami and UHealth have also ranked among the Forbes Best Employers and Best Employers for Women on several occasions, most recently in 2022. Transforming lives With more than 17,000 faculty and staff, the University strives for excellence, and is driven by a powerful mission to transform and impact the lives of its students, patients, members of the community, and people across the globe. The University is committed to fostering a culture of belonging, where everyone feels valued and has the opportunity to add value. Through values of Diversity, Integrity, Responsibility, Excellence, Compassion, Creativity, and Teamwork (DIRECCT) the U community works together to create an environment driven by purpose, excellence, community, and service.