Jobs

Position Summary

The core responsibility of this position is management of all aspects of rentals. This includes fielding all requests, offering times to meet and view the space, explaining our fee structure, creating contracts, accepting deliveries, and being the staff representative on-site while events take place. Managing the overall facility availability, in conjunction with other programs and exhibition needs, and scheduling is a major part of the process.   Additionally, comprehensive details are key in proper planning and implementation of rentals and events. The Manager of Rentals and Events must gather, and document all details several weeks ahead of the events so this information can be shared across departments in weekly production meeting to ensure the various tasks are assigned and will be completed timely.  
Not all events that we host are rentals. This position will also help with some internal events as needed. Examples include our monthly Second Friday’s, the Gala, and a handful of other events throughout the year. There will also be some coordination and support of other departments. This specifically happens with the Development Team where members, or high-level donors wish to host events. When this happens the Manager of Rentals and Events will take point on the details and execution, but the management of fees will be coordinated through the development team.  

This position is collaborative, working across departments to help accomplish organization-wide goals. It includes:  

• Communication and collaboration with front desk staff and cross-training on sales of tickets for events where the Manager of Rentals and Events is providing oversight.  
• Working with the Facilities Manager to ensure logistic needs are well communicated
• Maintain a relationship with our caterers to ensure all food and beverage policies are followed and fees are ultimately collected.  
• Communication with the Museum Store regarding staffing around events that will benefit of the museum and clients  
• Coordinate with the Marketing team to boost awareness of our facility as a space where rentals can take place 

Essential Functions

Responsibilities

Rental Sales and Coordination 60% (variable)

• Interface with all potential space usage clients internally and externally. Provide answers about the different spaces, tours/walkthroughs, ground plans, fee/rate sheet, and space availability. 
• Must familiarize yourself with all museum policies and schedules. Understand when exhibitions and programs will not allow for a rental in a specific location. 
• Attend all production meetings and give feedback about needs and logistic questions/concerns.      
• Negotiate rental agreements and act as the primary liaison for space rental. Execute rental contracts per approved terms and fees.  
• Working with the finance department to ensure all fees are billed and collected.  
• Interface with Buffalo State University Events Management Team to comply with campus events systems.  
• Act as the point person to all caterers ensuring information is shared about clients layouts, scheduling, and BPAC usage fees. 
• Fill out and updates all program sheets and update the operations calendar whenever event details change.  
• Complete necessary forms that include information on an event and share where involved parties can adequately review and execute the event. 
• Set up and teardown of tables, chairs, etc., will be required. (Assistance is always available from other department members and from facilities) 

Event Execution 35% (Variable)

• Must be on site for all assigned events. This means arriving a minimum of 30 minutes prior to the clients scheduled arrival time and remaining until the last of the events clients/staff have left the venue. 
• Collaborate with all departments on events that need assistance. 
• Technical - understand where and how lighting systems work/overrides, have a basic understanding of simple sound systems and be able to troubleshoot presentation laptop problems on the fly. Willing to learn new technologies as the need arises. 
• May be called on to introduce a performer or presenter at the top of a show. 
• Be flexible with last-minute changes – not everything will always go according to plan! Be ready with thoughtful ideas to make the event, program, or rental successful.  

Other duties as assigned 5% (Variable)   

• Coordinate with the Development Team on opportunities to sell Memberships (Corporate and/or Individual).  
• Work on projects outside of regular activities  

Work Schedule

A healthy work-life balance is important at the Burchfield Penney Art Center. In this position we accomplish this through a flexible weekly schedule. This position must be present at many events that begin or end outside typical Monday – Friday working hours and/or are held offsite. The goal will be for this position to average 37.5 hours a week.  

Required Knowledge, Skills, and Abilities

• Exceptional customer service skills. 
• Excellent organizational and interpersonal skills. 
• Demonstrated ability to work independently and as part of a team, to think ahead, and be a problem-solver 
• High level of computer literacy, with demonstrated experience with Microsoft Office products, including word processing and spreadsheet applications. 
• Able to independently balance competing assignments and priorities, ensuring work that prioritizes what matters most to the Center. 
• Excellent written and oral communication skills and an ability to interact comfortably in social situations with clients, high-level donors, and prospects are essential. 
• Ability to pay close attention to detail, efficiently manage several work assignments and tasks simultaneously, and prioritize work in a fast-paced environment 
• Demonstrated sales skills is a plus. 

Required Qualifications (Education & Experience):

• Bachelor’s Degree or equivalent professional experience of five years.
• At least three years of experience working in rentals/events or other high-paced, high-level customer service industries.
• Passion for the visual arts.

Apply

To apply, email a cover letter describing your interest and background and a resume, both in PDF format, to burchfld[at]buffalostate.edu with the subject line “Manager of Rentals and Events SEARCH.” This position is open until filled. No phone calls, please.  The Burchfield Penney is an equal opportunity employer.

Responsibilities include: 

• Ensuring the physical security of people and cultural property of the Museum
• Performing routine security patrols
• Enforcing the museum’s key and security badge control policy
• Monitoring and responding to alarms and evacuating when necessary
• Reporting unauthorized activity, vandalism, theft, threats, or unsafe conditions to supervisor
• Monitoring CCTV equipment. Respectfully enforce all museum policies to visitors and staff
• Other duties as assigned by supervisor

Required qualifications: 

• Excellent oral communication and interpersonal skills
• Engaging and friendly personality
• Flexible schedule
• Prior museum experience preferred
• A degree in criminal justice, fine art, or related field is a plus

To apply:

Send a résumé, list of three references, and a letter of application to menshonw@buffalostate.edu EOE/AA.