Item 8.D-December 13, 2013
ADMINISTRATIVE FACULTY POSITION DESCRIPTION QUESTIONNAIRE
To expedite and facilitate the PDQ review process, please send the PDQ and Org Chart electronically to
marshag@unr.edu for discussion and for initial review before routing PDQ for approval signatures.
Questions - call UNR Faculty HR at 682-6114
INSTRUCTIONS: See http://www.unr.edu/hr/compensation-and-evaluation for complete instructions.
Incumbent(s) Name (if applicable):
Position #(s):
Current Title:
Current Range:
(JCC:)
Department: Lawlor Events Center
College/Division: Intercollegiate Athletics
/ President’s Office
Account #(s): 1710-104-3002
Action Proposed: (check all that apply)
Proposed Range:
2
(X) New position:
Proposed Title: Manager, Booking and Administration (LEC)
( ) Title Change, Proposed Title:
( ) Proposed Reassignment from Range
to Range
( ) Revised PDQ only (no change in range or title)
JCC (Current
( ) Line of Progression (show titles below)
or new HR
Range:
assigned):
I certify that the statements in this description are accurate and complete to the best of my knowledge.
____________________________________________________________
Employee’s Signature
__________________
Date
I/we have reviewed the statements in this form and they accurately reflect the job assignments.
________________________________/____________________________
__________________
Ann Larson, Sr AAD, Internal Opns / Doug Knuth, Spec Asst to Pres/Director, Athl Date
Immediate Supervisor’s Signature
____________________________________________________________
Director/Chair/Dean
Marc Johnson, President
__________________
Date
Approved for Salary Placement Committee review.
____________________________________________________________
__________________
Pres / Vice Pres / Vice Prov Signature Stacy Burton, Vice Provost, Faculty Affairs Date
Action Approved by the Provost/President (Completed by Faculty HR):
67483 Range:
2
Pos #(s):
JCC:
EEO: 3C
Eff: 12/1/2013
Approved Title: Manager, Booking and Administration (LEC)
Employee signs on “final” stamped approved PDQ and sends to HR for personnel file.
Employee Signature:_______________________________________________ __________________
Date
Printed Name: ____________________________________________________
Rev: 10/1/2012
Position Description – Manager, Booking and Administration
Page 2
1. Summary Statement: State the major function(s) of the position and its role in the
university. Attach an organizational chart with positions, ranges, and names for the division
which reflects the position in it as well as those supervised in the department. (This section is
used for advertisement of the position.)
The Manager, Booking and Administration, is responsible for the management and oversight of all
activities related to the booking, scheduling, contracting, and financial arrangements related to all
University, community and commercial usage of the Lawlor Events Center (LEC). The individual
develops policies, procedures, and rate structures through market research related to the use of the
arena and meeting room space. The position works as direct liaison with Reno Sparks Convention
and Visitors Bureau (RSCVA) to assist with site tours and event estimates. The position negotiates
venue contracts and conditions, manages promoter relationships, maintains building contracts, and
assists in identifying new entertainment options. The position supervises the payroll, human
resources, accounts receivable, and payables functions. Close supervision of these functions are a
direct component of fiscal coordination related to event scheduling, estimating and invoicing. The
position reports to the Director, LEC within Intercollegiate Athletics (ICA)
2. List the major responsibilities, including percentage of time devoted to each. Provide
enough detail to enable a person outside the department to understand the job (percentage
first with heading and then bulleted information).
50% - Booking & Scheduling Management
 Manage Lawlor Events Center booking and scheduling software
 Maximize facility usage through close communication with prospective and current clients
 Providing available dates to prospective clients in an accurate and timely fashion
 Issue new client applications to qualify prospective tenants
 Negotiates standard rental agreements
 Assists LEC Director with rental negotiations for concert and touring events
 Interact with scheduling software vendor on an on-going basis for enhancement of product
usefulness
 Follows booking policies related to holding dates, challenging dates
 Ensure compliance with NCAA, Conference, and university rules and regulations (subject to
disciplinary or corrective action as set forth in the provisions of the NCAA enforcement
procedures)
30% - Fiscal Coordination
 Analyze rental, labor and equipment rates on annual basis. Recommend adjustments based
on market factors for implementation prior to each fiscal year
 Communicate rental rate changes to clients in a timely fashion, if needed.
 Coordinate event specific estimates with department head input and/or approval
 Prepare event invoices or settlements
 Prepare necessary paperwork to ensure disbursement of funds after completion of ticketed
event
20% - Administration and Payroll Supervision
 Maintains event master files
 Supervise human resources, payroll functions
 Supervises account receivables and payables function
 Verifies event driven labor is accounted for and coded accurately
 Prepared annual unrelated business income tax report
Position Description – Manager, Booking and Administration
Page 3
3. Describe the level of freedom to take action and make decisions with or without
supervision and how the results of the work performed impact the department, division and/or
the university as a whole.
Level of Freedom:
The Manager should makes decisions based on established booking and rental policies and human
resources and payroll regulations and policies. The position consults with the supervisor on …
Impact:
The Manager is often the first person a potential or current customer communicates with related to
usage of LEC, so the quality of the interaction and customer service is of critical importance in order
to build and maintain relationships. The position has a direct impact in the perception and image of
LEC to its client base.
4. Describe the knowledge, skills (to include cognitive requirement and verbal and written
communication), and abilities (to include task complexity, problem solving, creativity and
innovation) essential to successful performance of this job (in bullet format).
Knowledge of:
 Live entertainment and sports industry
 Scheduling software
 Management of Accounts Receivables and Payables
Skills:
 Problem solving and attention to detail
 Communicate effectively, both verbally and in writing, with University, community and
commercial clients
 Proficiency in use of a personal computer and current software applications including but not
limited to Microsoft Office Suite (Word, Access, Excel, PowerPoint, and email) including
scheduling software, database, word processing and spreadsheet software
 Organizational skills
Ability to:
 Provide exceptional customer service
 Comply with NCAA, conference, and university regulations
 Effectively communicate with all types of potential and current customers
 Respond to customer requests in a timely and service oriented fashion
 Manage and supervise staff, foster teamwork and promote collaboration
 Work long and varied hours including nights, weekends and holidays
5. Describe the type of personal contacts encountered in performing the duties of the job.
Explain the nature and purpose of these contacts: i.e., to provide services, to resolve
problems, to negotiate.
Internal
Internal LEC/ICA staff
Key department heads across
the campus
University Police Department,
Parking Services, Facilities
Fire Department
Reason for Contact
To communicate event master calendar, event meetings,
estimates, invoices
To assist with inquiries, scheduling, estimating and contracting
LEC events
To estimate and coordinate services for upcoming events
To coordinate event permits and floor plan reviews
Position Description – Manager, Booking and Administration
External
Promoters, Agents, RSCVA,
event planners, community
groups
Vendors
Page 4
Reason for Contact
To encourage event bookings, answer questions, conduct site
visits, and provide estimates
To coordinate or improved scheduling software and services
6. Indicate the minimum qualifications which are necessary in filling this position should it
become vacant. Please keep in mind the duties/responsibilities of the position rather than the
qualifications of the incumbent.
a.
Minimum educational level, including appropriate field, if any.
Bachelor’s Degree from a regionally accredited institution.
b.
Minimum type and amount of work experience, in addition to the above required
education necessary for a person entering this position.
Bachelor’s Degree and two years of experience in an arena or similar facility
Preferred Licenses or Certifications: none
c.
Indicate any license or certificate required for this position.
None