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Operations Coordinator - Butler Arts & Events Center

Apply now Job no: 494488
Work type: Staff Full-time
Location: Indianapolis
Categories: Arts & Events

Position Overview

Operations Coordinator, Butler Arts & Events Center

The Operations Coordinator primarily supports the scheduling and guest housing functions of the Butler Arts & Events Center to provide a superior campus experience for Butler’s diverse constituencies: students, alumni, faculty, staff, and guests of the University, and lessees of campus spaces. Alongside campus event spaces, guest housing, and event-services operations, the Butler Arts & Events Center is host to five performing arts venues compromised of Clowes Memorial Hall, Schrott Center for the Arts, Shelton Auditorium, Lilly Hall Studio Theater, Eidson-Duckwall Recital Hall. The Operations Coordinator reports to the Butler Arts and Events Center (BAEC) Director of Operations and works closely with the Programming Manager for fluid and consistent booking of campus spaces and shows.


Primary Responsibilities: Supports the Director of Operations as a central point of contact for prospective clients: manages correspondence regarding use of performing arts venues, campus facilities and applicable University policies. Executes rental agreements as assigned.

  • Acts as primary contact for guests using Butler’s guest housing and summer conference residential halls, including coordination of reservations and scheduling, check-in/check-out procedures, and maintenance and housekeeping related items.
  • Expertise with campus scheduling and performance venues management software including EMS and VenueOps; monitors daily requests for space, responds to clients’ space reservations questions.
  • Lead the weekly events operations meeting providing detailed setup reports and diagrams, providing direction to the facilities team, and communication with other campus event venue managers.
  • Assists Programming Manager with venue availability, agent and promoter correspondence, and venue rental inquiries in Programming Manager’s Absence
  • Maintain the accounts receivable and payable aspects of BAEC budgets; bill clients for guest housing stays.
  • Additionally, the incumbent provides direct administrative and programmatic assistance to the Director of Operations and on-site coordination of high-profile University events as assigned.

Qualifications and Requirements:

  • Bachelor’s degree
  • 1-2 years experience in event management and guest housing
  • Proficiency in Microsoft Word
  • Understanding of Billing Practices
  • Experience with Event Management Software - EMS
  • Ability to manage and prioritize projects effectively
  • Demonstrated pattern of flexibility, ability to manage multiple projects and willingness to take
    on new challenges.
  • Excellent communication skills - both verbally and written

Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.

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Butler University is committed to enhancing the diversity of the student body and our faculty and staff. In addition hiring decisions are made on the basis of an individual's qualifications, past experience, overall performance, and other employment-related criteria. Butler University provides equal opportunities for employment and advancement for all individuals, regardless of age, gender identity, sex, race, religion, color, disability, veteran status, sexual orientation, national origin, or any other legally protected category.