CONTRACTS MANAGER

Contracts Manager

Arizona State University

ASU Gammage GA

Campus: Tempe

92122BR

Job Description

ASU Cultural Affairs is seeking an experienced professional to coordinate and manage the workflow and process for contract administration functions primarily for ASU Gammage and serve as system administrator on several event software programs used by all ASU Cultural Affairs units. This position works closely with other areas in the department and across campus to negotiate, complete, route and monitor contracts for events in compliance with ASU rules and regulations. The ideal candidate will have a high attention to detail and the ability to communicate effectively and persuasively to a wide range of staff, partners and community members. This is a full time, salaried, benefited position. Standard office hours are Monday – Friday from 8am to 5pm, but on occasion some event work is required during nights and/or weekends. This position reports to the Sr. Director of Fiscal Business Operations & Chief of Staff for ASU Cultural Affairs.

In keeping with the departments core values and the ASU Charter, this position will be committed to high standards of professionalism and to support a culture that is welcoming and equitable to all.

Salary Range

$50,000 - $58,000 per year; DOE

Close Date

20-June-2023

Essential Duties

·       Develop, negotiate terms, complete, route for signatures and monitor a broad range of contractual agreements, with artists, agents, clients and outside attorneys; following all ASU Risk Management policies and procedures utilizing ASU approved templates for ASU Gammage. Types of contacts include but are not limited to: filming, streaming, live performance, sponsored and co-sponsored events. Consult with ASU Office of General Counsel when needed. 

·       Update department online calendar with contract information for all events and review for missing information. Daily oversight of department online calendar to ensure standards are met and information is complete and accurate.

·       Provide consistent interpretation of university, ABOR, federal and state laws, regulations, and policies affecting contracting activities.

·       Maintain all ASU Cultural Affairs contract templates in accordance with ASU Risk Management and ASU Office of General Counsel. 

·       Ensure compliance with contract interpretations and processing within university and State requirements for all venues managed by ASU Cultural Affairs.

·       Receive and include in contracts estimated event expenses for extremely complicated events in different venues, this includes estimates from Production, Event Operations, Front of House, Ticketing and Security as well as a variety of outside vendors per event.

·       Develop and train staff on contract requirements, guidelines and processing to ensure compliance with set standards. Work with other venue staff in ASU Cultural Affairs on contract compliance. 

·       Manage all performance licenses, recording licenses and represents the department and university on performing rights and music licensing. Obtain specific licenses for various projects, including publishing agencies, artists and other organizations.

·       Ensure compliance with all performing rights organizations and streaming licenses/agreements as required. 

·       Serve as the system administer on departmental web-based programs used by the department, these include Venue Ops, Adobe Sign, Event Draw and other programs. Advise staff on use, train and assist with program issues.

·       Assist all staff with artist payments needs and ensuring compliance with contract terms.

·       Assist the operations team with event operations and compliance with contract protocols and terms.

·       Act as backup to the Event Operations Manager for adding events to department online calendar. 

·       Develop a personal code of conduct to help ensure our work environment is welcoming, equitable and supports our department mission and core values along with the ASU Charter. 

·       Perform other administrative duties as needed.

Minimum Qualifications

Bachelor's degree in a related field AND five years administrative/coordination experience; OR, Master's degree in field appropriate to area of assignment AND three years administrative/coordination experience; OR Any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

Desired Qualifications

·       Knowledge of contract terms, execution, and management.

·       Familiarity with standard rules and regulations in state university contracting and event operations. 

·       Experience in utilizing analytical, organizational, communication, negotiation, and contracting drafting skills with the ability to clearly communicate contractual concerns tactfully and confidentially. 

·       Experience in providing customer service across a diverse audience in different mediums.

·       Experience in using attention to detail in reading, writing, and simple arithmetic.

·       Ability to apply critical thinking skills. 

·       Experience in using Microsoft Excel, Word and Outlook and Adobe Sign 

·       Ability to organize/maintain a variety of files and records.

·       Demonstrated knowledge of business subjects such as procurement, contracting, intellectual property laws, conflict of interest and ethics.

·       Experience in composing letters.

·       Experience in using good judgment.

·       Ability to set priorities.

·       Knowledge of standard office practices, procedures and etiquette.

·       Experience in standard venue operations.

·       Knowledge of Venue Ops, a venue booking and event management software.

·       Evidence of a valid US class D driver’s license upon employment is required.

·       Ability to work independently within guidelines of the university.

Working Environment

·       Ability to clearly communicate to perform the essential duties.

·       Ability to sit and use computer for extended periods of time. 

·       Operate and maintain office equipment.

·       Utilize computer software applications such as MS Outlook, Word, Excel and Adobe Sign.

·       Create and maintain files.

·       Ability to safely drive a vehicle for university business.

·       Able to meet, greet, and direct all visitors, staff, and faculty.

·       Maintain the regularly scheduled hours at ASU Gammage business office.

·       Frequent bending, reaching, lifting, pushing and pulling up to 25 pounds. 

Department Statement

ASU Cultural Affairs is comprised of three units - ASU Gammage, ASU 365 Community Union and ASU Kerr. Through the mission of Connecting Communities™, ASU Cultural Affairs makes an impact across the Valley of the Sun through the arts, entertainment, education and events.

ASU Gammage has been a top cultural destination in the Valley for more than 50 years. The Frank Lloyd Wright designed performing arts center located on the Tempe campus of Arizona State University is one of the largest university-based presenters of performing arts in the world and top touring market for Broadway. Home to the Desert Financial Broadway Across America - Arizona and Beyond series, the mission of Connecting Communities™ goes beyond the stage and programs and impacts the community through shared experiences in the arts. 

ASU Cultural Affairs is committed to providing a welcoming, equitable and respectful environment for all in order to realize our mission of Connecting Communities™ through the arts, entertainment, education and events. Our core values serve as a guide for daring engagement, respectful dialogue and cross-collaboration. Learn more about our commitment and values at https://www.asugammage.com/about/asu-cultural-affairs-core-values

To learn about ASU Gammage, visit: asugammage.com/about

To learn about ASU Kerr, visit: asukerr.com

To learn about ASU 365 Community Union, visit: asu365communityunion.com

To learn about the ASU Charter and goals, visit: president.asu.edu/asu-mission-goals 

Total compensation at ASU is more than the salary paid for the valuable work performed. You can estimate the approximate value of your overall compensation here: cfo.asu.edu/compensation-estimator. 

You also receive the following:

•   Comprehensive package of affordable health benefit plans and programs: cfo.asu.edu/benefits 

•   Access to world-class educational opportunities at deeply discounted rates

•   Paid holiday, vacation and sick leave

•   Matching retirement contributions

•   Discounts from a variety of vendors and service providers for personal expenses

ASU Statement

Arizona State University is a new model for American higher education, an unprecedented combination of academic excellence, entrepreneurial energy and broad access. This New American University is a single, unified institution comprising four differentiated campuses positively impacting the economic, social, cultural and environmental health of the communities it serves. Its research is inspired by real world application blurring the boundaries that traditionally separate academic disciplines. ASU serves more than 100,000 students in metropolitan Phoenix, Arizona, the nation's fifth largest city. ASU champions intellectual and cultural diversity, and welcomes students from all fifty states and more than one hundred nations across the globe.

ASU is a tobacco-free university. For details visit https://wellness.asu.edu/explore-wellness/body/alcohol-and-drugs/tobacco

Arizona State University is a VEVRAA Federal Contractor and an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other basis protected by law.

Notice of Availability of the ASU Annual Security and Fire Safety Report

In compliance with federal law, ASU prepares an annual report on campus security and fire safety programs and resources. ASU’s Annual Security and Fire Safety Report is available online at https://www.asu.edu/police/PDFs/ASU-Clery-Report.pdf. You may request a hard copy of the report by contacting the ASU PD at 480-965-3456.

Relocation Assistance – For information about schools, housing child resources, neighborhoods, hospitals, community events, and taxes, visit https://cfo.asu.edu/az-resources.

ASU conducts pre-employment screening which may include verification of work history, academic credentials, licenses, and certifications.

Background Check Statement

ASU conducts pre-employment screening for all positions which includes a criminal background check, verification of work history, academic credentials, licenses, and certifications. Employment is contingent upon successful passing of the background check.

Instructions to Apply

Application deadline is 3:00PM Arizona time on the date indicated.

Please include all employment information in month/year format (e.g., 6/88 to 8/94), job title, job duties and name of employer for each position.

Resume should clearly illustrate how prior knowledge and experience meets the Minimum and Desired qualifications of this position.

ASU does not pay for travel expenses associated with interviews, unless otherwise indicated.

Only electronic applications are accepted for this position.

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