Events Booking Coordinator

Position Description

The Seattle Office of Arts & Culture (ARTS) manages the city's public art program, cultural partnerships grant programs, ARTS at King Street Station , the Langston Hughes Performing Arts Institute , and The Creative Advantage initiative in the effort to foster a city driven by creativity that provides the opportunity for everyone to engage in diverse arts and cultural experiences. In alignment with the City's Race and Social Justice Initiative , we work to eliminate institutional racism in our programs, policies, and practices.

Langston Hughes Performing Arts Institute (LHPAI) is a center for African American arts and culture in Seattle, and a facility managed by program of the Office of Arts & Culture. Built in 1915, the Langston Hughes Performing Arts Institute is a historic landmark in the historic Central Area of Seattle. It is now a community facility and offers rentals of facility spaces and theater areas to other organizations and the public. LHPAI also partners with a private organization with offices in the facility that provide performances, arts education, conferences and other events for the community in the LHPAI building.

LHPAI is seeking a full-time Events Booking Coordinator who will provide rental scheduling support for this facility. This position is often the first point of contact for the public and also serves as a member of the LHPAI team and the Office of Arts & Culture, cooperating with staff and the public to provide information and rental services. This position will provide customer service for artists and organizations seeking to host events and work with facility partners to schedule events.

The ARTs commitment to racial equity is applied to all work within the office and staff are expected to make decisions and operate through and with that lens.

This position reports to the Facility Manager and Community Connections and will coordinate with other Langston Hughes Performing Arts Institute and ARTs staff members and visitors.

Job Responsibilities

Here is more of the work you will be doing:

Reception and Event Management:

• Responding to customer inquiries with rental space information, fees, available dates and times, rental policy, technical questions and other information.
• Providing quotes and customer technical intake forms to customers and following up for all required information to meet deadlines.
• Working closely with LHPAI Facility Manager, stage technician and maintenance team to coordinate staffing, equipment and other requirements for events.
• Scheduling theater events while considering unique technical requirements.
• Issuing facility use permits to customers upon receipt of required forms, payments, insurance, or other required information or materials.
• Maintaining an up to date and detailed facility event calendar.
• Scheduling and installing or coordinating the reader board messages.
• Ensuring customer compliance with rental policy and procedures including day of event monitoring and check lists.
• Processing payments, cancellations, and refunds for facility use according to policy.

Administrative and Office Support:

• Establishing and maintaining detailed and accessible rental files, records, and reports.
• Tracking rental revenue and actively promoting rentals to achieve annual budget targets.
• Providing coverage for front office phone and lobby areas, including opening and closing facility as required.
• Maintaining an organized and welcoming front office and lobby space, including signage and other messaging.
• Responding to customer inquiries on the online Spacefinder internet platform.
• Conducting research and preparing narrative reports, contracts, invoices, forms, charts, and correspondence. This involves editing, formatting, and proofreading to ensure polished finished copies.
• Resolving scheduling system issues including possible upgrades.
• Performing basic arithmetic operations and preparing summary statistics and reports.
• Receiving, date stamping, and distributing mail.

You will be prepared for this role if you have the following:

• Experience with, and commitment to providing excellent customer service.
• Experience scheduling multiple rooms for meetings and events and working with rental permits or contracts (theater stage plays, live music, and other arts scheduling is a plus).
• Good time management skills in a multitasking environment.
• Excellent communication skills, both verbal and written.
• Commitment to race and social equity, including comfort and experience working closely with African American community and customers of all backgrounds including LGBTQIA and ADA.
• Proficiency with Microsoft Office applications Office 365, Outlook Calendar, Teams, Excel, Word and Dobe sign.
• Experience in providing an organized accessible environment.

Please note this job advertisement is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

Qualifications

In addition to the ability to perform the tasks described above, you will need to possess the below required qualifications:

• Bachelor's degree in Business Administration and two (2) years of professional experience in public service, sales, or facility scheduling

OR

• Associate degree and three (3) years of professional experience in public service, sales, or facility scheduling,

OR

• A combination of education and/or training and/or work experience which provides the ability to perform the work of the class.

Work Environment/Physical Demands:

• Base work schedule is Monday through Friday, 9 am to 5:30pm in an office setting plus some evening and weekend hours dependent on event bookings.
• Ability to navigate 30,000 square foot facility and grounds including stairs and lift up to 50 pounds.

Additional Information

This full-time regular position with full benefits is classified as an Events Booking Representative . This is a Civil Service position eligible for overtime. The full pay range for this step-progression position is $35.74 - $41.66 hourly. New employees begin at Step 1 of the pay progression, which is $35.74 hourly. Current City employees' starting rate of pay will be based on Personnel Rules regarding promotions.

This position is an onsite position and employees are expected to work in person 5 days a week plus some evening and weekend hours dependent on event bookings. Individual schedules will be based on agreement between the employee and their supervisor.

Applicants must successfully pass a background check, which will be conducted in accordance with Seattle's Fair Chance Employment Ordinance, SMC 14.17. Applicants will be given a chance to explain or correct background information and provide verifiable information of good conduct and rehabilitation.

Due to the tasks associated with this role, you will be required to successfully pass a pre-employment physical.

Individuals selected to fill this position may be eligible to receive Language Premium Pay (SMC 4.20.360), which provides a $200.00 monthly stipend to qualified bilingual employees who are properly evaluated and assigned to provide direct communication in-language, interpretation, or translation services to the public on behalf of the City of Seattle.

Why work at the City?

Benefits: The City of Seattle offers a comprehensive benefits package including vacation, holiday, and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents. More information about employee benefits is available on the City's website at: https://www.seattle.gov/human-resources/benefits/employees-and-covered-family-members/most-employees-plans .

The City of Seattle recognizes every City employee must play a role in ending institutional and structural racism. Our culture is the result of our behavior, our personal commitments, and the ways that we courageously share our perspectives and encourage others to do the same. To cultivate an antiracist culture, we seek employees who will engage in the Race and Social Justice Initiative by working to dismantle racist policies and procedures, unlearn the way things have always been done, and provide equitable processes and services.

application PROCESS:

To be considered for this position, you must submit your complete application, resume, and cover letter to https://www.governmentjobs.com/careers/seattle no later than 4:00pm Pacific Time on Tuesday, September 12, 2023.

The hiring team will complete review of all applications on September 21, 2023. The first round of virtual interviews for this position is tentatively scheduled for the week of September 25, 2023, with the second round taking place on the week of October 2, 2023.

Who May Apply: This position is open to all candidates that meet the minimum qualifications. The City of Seattle values diverse perspectives and life experiences. Applicants will be considered regardless of race, color, creed, national origin, ancestry, sex, marital status, disability, religious or political affiliation, age, sexual orientation, or gender identity. The City encourages people of all backgrounds to apply, including people of color, immigrants, refugees, women, LGBTQ, people with disabilities, veterans, and those with diverse life experiences.

If you have questions about the application process, please contact Tamara Carter at Tamara.Carter@seattle.gov

To learn more about the Office of Arts and Culture, please visit: https://www.seattle.gov/arts

The City of Seattle offers a comprehensive benefits package including vacation, holiday and sick leave as well as medical, dental, vision, life and long-term disability insurance for employees and their dependents.

More information about employee benefits is available on the City's website at:
"Most" Employees Plans - Human Resources | seattle.gov

Closing Date/Time: 9/12/2023 4:00 PM Pacific