Chautauqua Institution

  • ARTS: Director of Production (PAVA)

    Job Locations US-NY-Chautauqua
    Posted Date 4 weeks ago(1/22/2020 12:33 PM)
    ID
    2020-3235
    # of Openings
    1
    Category
    Arts: Production/Stage Crew
  • Overview

    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.

     

    Application Procedures 

    Interested applicants must submit a resume and writing sample, typically a cover letter, (as a single .PDF) for consideration.  You are encouraged to learn more about Chautauqua Institution at CHQ.org and the 150 Forward Strategic Plan at 150fwd.CHQ.org.  Candidates for this position must apply no later than 2/24/20.

    Responsibilities

    Position Summary

    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

    Production

    • 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).

    Facility Management

    • 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.
    • Communicate 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.

    Human Resources

    • 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.

     Scheduling

    • 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.

    Financial Management

    • 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.

    Qualifications

    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. 

    Skills and Abilities

    • Exceptional production and management skills, including, but not limited to: facilities evaluation, event/venue scheduling, staff supervision, budget development/management, data gathering/analysis, communicating with stakeholders and population served.
    • Advanced competencies in critical questioning, problem-solving and trust-building.
    • Passion for team-building and collaboration.
    • Creative/imaginative abilities with the capacity to envision new operational landscapes.
    • Ability to quickly adapt new skills in a constantly evolving, rapid pace culture of visionary thinkers.
    • Expert oral and written communication skills to present and negotiate production goals and processes.
    • Exceptional attention to detail coupled with the ability to make quick strategic decisions, take initiative and prioritize multiple tasks in a fast-paced, high demand environment.  Advanced organization, time-management skills and able to prioritize work-flow.
    • Experience Microsoft Suite/Sharepoint as used in a work environment.
    • Ability to professionally manage paid staff, volunteers and interns to collaboratively accomplish a wide variety of administrative and production support tasks.  

     Physical Requirements

    • Climbing by ascending or descending ladders, stairs, scaffolding, ramps and the like using feet and legs and/or hands and arms particularly for in facilities and venues.  
    • Stooping by bending downward and forward by moving the spine at the waist, which requires a considerable degree of full motion in the lower extremities and back muscles to support golf course maintenance as required.
    • Kneeling or bending legs at the knee to come to a rest on knee or knees as part of event set up.
    • Crouching by bending the body downward/forward by bending the legs/spine as part of event set up.
    • Reaching by extending hand(s) and arm(s) in any direction as part of routine work functions.
    • Standing for sustained periods constantly, particularly with performing event management/set up.
    • Walking about on foot to accomplish routine tasks over long distances to move from one work location to another on the grounds and to inspect facilities.
    • Pushing using upper extremities to press against something with steady force in order to thrust forward, downward, or outward to move equipment.
    • Pulling using upper extremities to exert for in order to draw, haul, or tub objects in a sustained motion to move equipment.
    • Lifting objects by raising from a lower to a higher position or moving objects horizontally from position-to-position using upper extremities or back muscles to move equipment.
    • Typing or otherwise working using fingers rather than the whole hand.  Close visual acuity is required to prepare/analyze, transcribe, view a computer screen, for reading, and operation of motor vehicles/equipment.   
    • Grasping by applying pressure to an object with fingers and palms including as part of golf play.
    • Talking by expressing or exchanging ideas by means of the spoken word, including activities in which detailed information must be conveyed or important instructions spoken accurately, loudly, or quickly.
    • Hearing by perceiving the nature of sounds at normal speaking levels with or without correction.  Ability to receive detailed information through oral communication and make discriminations in sound during musical performances.
    • Position requires heavy work in the exertion of up to 100 pounds of force occasionally and/or up to 50 pounds of force frequently, and/or up to 20 pounds of force constantly to move objects. 
    • Close visual acuity is required to prepare/analyze, transcribe, view a computer screen, and for reading.

     Working Conditions and Environmental Hazards

    • The incumbent is subject to environmental conditions, as activities occur inside and outside.  Protection from weather conditions is typically provided, but work will routinely involve exposure to environmental conditions.  The incumbent will be subject to extreme heat, including temperatures above 100 degrees for periods of more than one hour, including rain, sun, wind, and humidity.   
    • The incumbent is subject to hazards, including a variety of physical conditions, such as proximity to golf play, moving vehicles, exposure to high heat, and exposure to chemicals. Exposure to atmospheric conditions that affect the respiratory system or skin includes fumes, odors, dust, and gases.
    • The incumbent is subject to noise, particularly as related to mechanical equipment.

    Contacts

    Internal

    • Vice President of Performing and Visual Arts (PAVA), Chautauqua Institution
    • Executive, Senior and Management Teams at Chautauqua Institution
    • Department Leadership, including Director of Religion and Manager of Community Education
    • Entire PAVA Office Team
    • Hotel General Manager, Lodging Manager, Director of Food & Beverage, and Director of Specialist Events & Conferences
    • Arts Company Production and Venue Managers
    • Human Resources Director and Payroll Manager, Chautauqua Institution

    External

    • Artistic Professionals (Visiting and ‘In Residence’)
    • Chautauqua Community Members
    • Guests and Visitors to Chautauqua Institution
    • Broader Chautauqua and Western New York Communities  

    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. 

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