Events Coordinator (Campus Rentals)

***Please submit a cover letter for consideration***

About The Kennedy Center

“I am certain that after the dust of centuries has passed over our cities, we, too, will be remembered not for victories or defeats in battle or in politics, but for our contribution to the human spirit.” – President John F. Kennedy

The Kennedy Center is the nation’s cultural center and living memorial to President John F. Kennedy. Located on the banks of the Potomac River in Washington, D.C., the Center presents performances across all genres, and is also home to artistic affiliates Washington National Opera and National Symphony Orchestra. 

At the Kennedy Center, we strive to foster belonging and empowerment at work. We are able to advance our mission because of our committed and passionate employees. We are fortunate to be able to leverage their diverse perspectives, life experiences and skills to inform how our workplace can be a safe, transparent, and replenishing community. The Kennedy Center is an equal opportunity employer and does not discriminate against any employee or applicant based on race, religion, gender identity, sexual orientation, disability, veteran status, marital status, pregnancy or related condition, or any other basis protected by law. 

Mission Statement: As the nation's performing arts center, and a living memorial to President John F. Kennedy, we are a leader for the arts across America and around the world, reaching and connecting with artists, inspiring and educating communities. We welcome all to create, experience, learn about, and engage with the arts. 

Why Join Us

We offer a comprehensive range of benefits to all full-time employees including: 

• Staff offers for discount tickets
• Retirement plan with organization matching (after 1 year of employment)
• Qualifying employer for the Public Student Loan Forgiveness Program (PSLF)
• Commuter programs including pre-tax options for discounted parking and SmartBenefits (WMATA)
• Annual Leave, Sick Leave, and Personal Days available immediately upon hire
• 11 paid holidays per year 
• Medical, Dental, and Vision benefits with FSA and HSA options, and paid FMLA
• Flexible work arrangements
• We like to have fun! Check out the Kennedy Center National Dance Day 2023 staff video!

Job Description

This position is responsible for supporting the Campus Rentals team, along with entry and maintenance duties within the CRM Software system Monday.com and ArtsVision, the scheduling software for all rental activity in all theatrical and non-theatrical venues both indoors and outdoors across the entire Kennedy Center campus.  Serves as a supportive logistician and manager of select events within the REACH at the Kennedy Center.   

The Coordinator of Campus Rentals represents the Kennedy Center to all clients who want to use any venue for a contracted rental program; answering rental inquiries, creating license agreements, maintaining digital programs, and ensuring the client’s program occurs in an organized manner with a focus on customer service, according to Center policies.  This position closely coordinates with the entire Campus Rentals, Production, and Facilities teams to ensure that all spaces are fully and capably utilized.   

The Coordinator will support the Director of Campus Planning and Rentals, with management and upkeep of all reports and systems entry.  The Coordinator will be the primary point of contact for the Campus Rentals inquiry inbox monitoring all email inquiries to the assigned Campus Rentals employees, under the advisement of the Campus Rentals team.  The Coordinator will input rental inquiry details into Customer Relationship Management (CRM) Software and maintain entries throughout the entire rental process.  The Coordinator will be supported with a rotating intern as the internship program allows.  

Key Responsibilities

• Oversee inquiry email inbox, assessing calendar availability to align with client space needs.  Respond to contracted rental clients and tour prospective clients in the Manager’s absence. Be available for rentals as required. Ensure effective management of all details related to the rental.  
• Coordinates licensing and production aspects for all rental events, provides cost estimates, creates license agreements, processes deposits, advances the program, and presents the settlement to the client, with high attention to customer service and client retention.  Confirm all details pre-event and communicate with supporting departments requesting event support.  Finalize the post-event billing and collection of outstanding balances as needed, and overall client relations.
• Administrative organization and maintenance of the CRM Software, in collaboration with the entire Campus Rentals team.  Extracting reports and data driven management for leadership review.
• Maintains and coordinates all schedules through ArtsVision and serves as the master user for calendar coordination for all rental inquiries.  Ensures that all data entered into ArtsVision is maintained in a consistent and organized manner.
• Assists with rental client site visits, and event advancement for events that are 100 people or less in the REACH venues.  Seeks and coordinates additional opportunities for the use and rental of the Kennedy Center spaces.
• Responds to the needs and requests of Kennedy Center management and staff in a professional and expedient manner; Adheres to all employer policies and procedures. 
• Other duties as assigned. 

Key Qualifications

• A Bachelor’s Degree and two to five years’ experience in theater, events, or production management required.
• Proficiency in the calendar software ArtsVision highly preferred, with demonstrated knowledge of venue management and related calendar software required.
• Intermediate to advanced skills in Microsoft Office Suite, including Outlook Calendar Management.
• Knowledge of Monday.com.
• Knowledge of ArtsVision or other venue calendar software.
• Extraordinary organization and communication skills.
• Sound business judgment in matters of contractual obligations, event billing settlements, and front of house and back of house operations.
• The ability to work under deadlines and have the flexibility to multi-task a wide-range of projects.
• Excellent communication and intermediary skills are necessary to work effectively with a diverse group of constituencies. This includes effective problem solving and logistics driven decisions for the best outcome for the client. 

Additional Information

• This is a very busy, fast-paced environment which requires flexibility in adjusting to changing priorities and demands. Safety, guest service and teamwork are the primary values in this division.  
• The noise level in the work environment is normal, with occasional loud noise when backstage in a theater or during social event programs.
• Some extended hours including nights and weekends.
• No travel is anticipated.