Contracts Manager

Job Profile:

Administrative Operations Specialist 3

Job Family:

Administrative Operations

Time Type:

Full time

Max Pay – Depends on experience:

$65,000.00 USD Annual

Apply before 11:59 PM Arizona time the day before the posted End Date.

Minimum Qualifications:

Bachelor's degree and five (5) years of experience appropriate to the area of assignment/field; OR, Any equivalent combination of experience and/or training from which comparable knowledge, skills and abilities have been achieved.

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 ASU Kerr 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 rare 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.

Posted Salary::

$60,000 to $65,000 annually; DOE

Essential Duties:

• Maintain all ASU Cultural Affairs master contract and rental confirmation templates in accordance with State, Federal, ABOR, and University requirements. Coordinate compliance and updates with centralized University departments such as ASU Procurement, ASU Risk Management, and ASU Office of General Counsel.
• Draft, negotiate terms, complete, route for signatures and monitor contractual agreements, with artists, agents, clients and outside attorneys for divisional departments and venues within ASU Cultural Affairs.
• Follow all State of Arizona and ASU Risk Management policies related to Event Insurance and Facility Rental Insurance requirements. Act as secondary for all ASU Cultural Affairs’ venues in obtaining proof of insurance documentation from event contacts, renters, artists, agents, etc. Consult with ASU Risk Management regarding event insurance questions, relaying to venue event coordinators and event manager(s).
• Coordinate with centralized departments such as the Office of General Counsel and ASU Procurement on division-wide non-standard Agreements; such as Catering Agreements
• Act as the ASU Gammage liaison with Broadway Across America regarding venue policies, University policies, and any show updates that would impact show’s run at venue.
• Assist Director of Event Operations with maintaining Union pay rate master sheet for each ASU Gammage Broadway season as well as when Union rules and standards have changed.
• Update department online calendaring system with contract information, final technical riders, and contract documents for all events. Act as secondary system administrator for online calendaring platform when primary system administrator is unavailable.
• Provide consistent interpretation of University, ABOR, Federal and State laws, regulations, and policies affecting contracting activities, consulting with ASU Office of General Counsel when required and necessary.
• Ensure compliance with contract interpretations, processing, and file maintenance within University and State requirements for all venues managed by ASU Cultural Affairs.
• Provide in contracts estimated event expenses or deal points for events within ASU Cultural Affairs’ venues, communicating and coordinating with venue managers, event coordinators, event manager(s) on the estimates summarizing Production, Event Operations, Front of House, Ticketing, Security, External Vendors, Catering, and any applicable expenses related to the event.
• Develop resources and train staff in 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 program, Adobe Sign. Advise staff on use, train and assist with program issues.
• Assist Artists/Agents/Companies/Payees with supplier portal registration process and payment requirements. Coordinate with Accounting specialist(s) and internal stakeholders regarding supplier registration statuses, issues, concerns, and/or additional needs.
• Assist division staff with artist payments needs and ensuring compliance with contract terms.
• Assist and communication with event operations team with compliance with contract protocols and fully agreed upon terms.
• Coordinate all divisional non-standard Agreements with internal and external stakeholders and departments.
• Act as secondary in drafting and distributing for signature ASU Gammage’s Gallery/Exhibit Incoming Loan Agreements. Coordinate and collaborate with ASU Gammage’s Audience Services Department regarding coverage.
• Maintain ASU Cultural Affairs’ venues date hold policies and forms.
• 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.

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.
• High level of exceptional customer service across a diverse audience in different mediums, attention to detail in reading, writing, and simple arithmetic and ability to apply critical thinking skills.
• Skill using computer software, specifically high use of MS Excel, Word and Outlook and Adobe Sign
• Demonstrated 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.
• Demonstrated skill in composing letters, good judgment and 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.
• 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 verbally, to read, write, see and hear.
• 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 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.

Driving Requirement:

Driving is not required for this position.

Location:

Campus: Tempe

Funding:

No Federal Funding

Instructions to Apply:

Current Employees and Students should apply directly within Workday using the Jobs Hub. Use this link and log in using SSO:

https://www.myworkday.com/asu/d/inst/1$9925/9925$14383.htmld

To be considered, your application must include all of the following attachments:

• Cover letter
• Resume/CV

Note: Multiple documents can be submitted into the attachment box. Alternatively, merge all documents into one PDF for submission.

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. NOTE: GA and Intern positions are counted as .5 for job experience (ie. 1 year equals 6 months experience equivalency). Only electronic applications are accepted for this position.

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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 inclusive excellence, 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

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, 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 Police Department 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 .

Employment Verification Statement:

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.

Fingerprint Check Statement:

This position is considered safety/security sensitive and will include a fingerprint check. Employment is contingent upon successful passing of the fingerprint check.