SOMArts is hiring: Event & Support Services Administrator

The Event & Support Services Administrator facilitates access to SOMArts facility and support services, provided at below-market rates to over 100 non-profits and other cultural producers annually through SOMArts’ Affordable Space Program and Neighborhood Arts Services Program. A wide range of arts and culture sector nonprofits and other cultural producers utilize SOMArts space and support for student showcases, art auctions, exhibitions, performances, classes, as well as outdoor fairs and festivals.

SOMArts’ 26,190 sq. ft. facility includes a dance studio, two classrooms, a darkroom, a printmaking studio, a theater, two galleries, and a community garden/patio performance space. SOMArts also maintains an alternative location housing staging and equipment used in the Neighborhood Arts Services program.

Reports to: Executive Director and Director of Facilities & Technical Operations
Schedule: Monday–Friday, 9am–5:30pm. Some evening and weekend hours required to support large events. Full-time, salaried position.

ORGANIZATION OVERVIEW:
SOMArts Cultural Center is an independent nonprofit that operates the South of Market Cultural Center, part of a network of six cultural centers in San Francisco, which includes Bayview Opera House, the African American Arts & Culture Complex, Asian Pacific Islander Cultural Center, Queer Cultural Center and Mission Cultural Center for Latino Arts.

SOMArts is beloved in San Francisco as a cross-cultural, community-built space where cutting-edge events and counterculture commingle with traditional art forms in a way that is open, engaging and inspiring. SOMArts cultivates access to the arts within the Bay Area by collaborating with community-focused artists and organizations. Together, we engage the power of the arts to provoke just and fair inclusion, cultural respect, and civic participation.

CORE RESPONSIBILITIES:
– Provide exemplary service to potential clients: respond to potential clients with timely quotes and information; conduct facilities tours and meet to discuss off-site events; understand the purpose of the event and the client expectations as they relate to SOMArts space, inventory and support services; communicate all contractual concerns, rental guidelines, policies and pricing to clients

– Solicit, organize and share necessary planning documents from clients, such as floor plans and audiovisual support needs, and schedule and co-facilitate pre-production meetings with the Director of Facilities & Technical Operations

– Develop and oversee the execution of client contracts, safety agreements, and event related permits

– Maintain client and facility database and accurate event records; track and send invoices, payment receipts, customer satisfaction surveys, and other metrics

– Improve upon existing or develop new methods for tracking, analyzing and reporting additional data that demonstrates the community impact of the program

– Coordinate all administrative activities related to the Affordable Space and Neighborhood Arts Programs, such as updating inventory profiles and other rental resources documents for current and potential clients, and adding publicity details about public events to SOMArts website and calendar

– Facilitate communication between Neighborhood Arts Services crew and SOMArts on-site staff regarding employment records, submission of timesheets, processing of Stewards reports for union staffing, and ensure proper certifications remain on file, such as DMV reports and Forklift certifications

– Market & promote SOMArts rental space & support services for non-profit organizations and other cultural producers; maintain listings on 3rd party websites, generate leads for new business, and follow up with past clients to renew annual bookings

– Assist the Executive Director and Director of Facilities & Technical Operations in creating an annual business plan to summarize results and make recommendations for improving operations and revenue, including research to ensure pricing structure is competitive and equitable

– Perform and observe standard SOMArts building management duties shared by staff during workday and as needed; these duties include but are not limited to: opening and occasionally closing building as required, and responding to emergencies or facility issues in accordance with SOMArts policy

– Take on special projects and assist with weekend and evening events as needed

MINIMUM QUALIFICATIONS:

– Minimum of 2 years experience in event planning, conference organizing, facility management or related field

– Experience working with diverse populations and a willingness to work around art that is thrillingly experimental and political

– Experience with cash handling & payment processing

– Exemplary customer service and communication skills, with the ability to effectively communicate information and ideas in written and verbal format, and build and maintain positive relationships

– Excellent organizational and problem-solving skills and attention to detail, policies and deadlines.

– Self-starter, with the ability to work both independently and as part of a multi-functional collaborative team

– Excellent knowledge of Microsoft Word and Excel. Familiarity with EMS or other space booking software, Salesforce, WordPress a plus

– An understanding of the technical aspects of artistic event production, such as staging, audiovisual set-up, theatrical lighting, or art gallery install a plus

PHYSICAL DEMANDS:
– Receive, process, and maintain information through oral and written communications effectively
– Substantial physical movements (motions) of the wrists, hands, and/or fingers.
– Ability to extend hand(s) and arm(s) in any direction with good eye and hand coordination
– Lift, move, and carry up to 20 pounds on occasion

TO APPLY:
Send a cover letter and resume to hr [at] somarts.org, Attn: Jess Young, Interim Executive Director. Subject: [YOUR LAST NAME], Event & Support Services Administrator. Position open until filled.

Please, no phone calls or faxes. Due to the volume of applications and our limited resources, we will respond only to applicants we intend to interview. If you receive our automated thank you, we have received your resume and there is no need to follow up. Principals only. We do not accept resumes from third parties and we will not pay fees to any agency or firm.

EQUAL OPPORTUNITY EMPLOYER
SOMArts fosters a creative and professional environment that reflects the diversity of San Francisco. We actively recruit a wide pool of applicants representing dimensions of difference that include — but are not limited to — age, national orientation, ethnicity, race, religion, ability, sexual orientation gender or political affiliation.