MYArts Careers

Event Operations Staff

Position Title: Event Operations Staff
Department: Operations / Facilities
Reports To: Event Operations Manager and receives directions, feedback and support from Madison Youth Arts Leadership Team and Founding Partners Leadership – CTM and MYC
FLSA Status: Non-Exempt
Employment Classification: Flex / Part-Time (hours not guaranteed)
Supervisory Responsibility: None
Compensation: $17.00 – $20.35 per hour, paid bi-weekly
Working Hours: Wednesday and Thursday evening shift schedule between the hours of 2 pm and 11 pm and at least one weekend shift (Friday evening, Saturday or Sunday), other flexible hours schedule coordinated with facility needs, events, and operations
Benefits Eligibility: Not benefits eligible unless otherwise described by MYArts policy

1. POSITION TYPE

This is a flexible part-time position that does not guarantee a consistent schedule or a minimum number of hours. Employees typically work up to 10–20 hours per week on average, depending on facility needs, events, and employee availability.

The schedule will be determined based on facility operations, scheduled events, programming activity, and employee availability. Work may include evenings, weekends, holidays, and special events.

Employees may be assigned to front-desk, event, facility, parking & traffic operations, or other areas of the facility based on operational needs.

2. POSITION SUMMARY

The Event Staff Coordinator supports the safe, welcoming, and effective operation of MYArts programs, events, and facility activities. The position combines front desk customer service, event and facility support, basic administrative functions, and parking and traffic operations.

The Event Staff Coordinator serves as a visible representative of MYArts and may be assigned to the parking ramp, front desk, event spaces, theaters, studios, entrances, parking areas, box office front of house duties or other areas or functions of the facility based on operational needs.

Responsibilities may include welcoming and directing guests, providing wayfinding assistance, assisting with event setup and teardown, supporting program providers and renters, monitoring building activity, assisting with basic technical or operational needs, and supporting parking operations.

During events with significant attendance, the position may be assigned to direct vehicle traffic, assist guests entering and exiting the parking area, collect parking payments using a credit card terminal, support pedestrian safety, assist school buses with parking and unloading, and help maintain safe pedestrian and vehicle movement around the MYArts facility.

The position requires strong customer service skills, situational awareness, sound judgment, and the ability to remain calm and professional in a busy event environment.

3. ESSENTIAL AND NON-ESSENTIAL FUNCTIONS

Front Desk and Guest Services – 25%

• Serve as a welcoming and professional presence for MYArts visitors, participants, program providers, renters, artists, and event guests.
• Welcome guests entering the building and provide wayfinding assistance.
• Provide general information regarding building programs, events, schedules, and facility locations.
• Assist guests with basic questions and direct more complex requests to appropriate MYArts staff.
• Monitor activity in common areas and entrances to help maintain a safe, welcoming, and orderly environment.
• Support front desk coverage during events and high-activity periods.

Event and Facility Operations – 25%

• Assist with event setup and teardown, including moving tables, chairs, music stands, signage, barriers, and other light equipment.
• Prepare studios, theaters, meeting spaces, and common areas according to event or program needs.
• Assist program providers, renters, artists, and event organizers with basic operational needs.
• Monitor event and facility spaces and report maintenance, safety, or operational issues to appropriate MYArts staff.
• Assist with maintaining clean, organized, and event-ready public areas.
• Support opening and closing procedures for events and assigned facility areas.
• Assist with crowd flow and guest movement during events.
• Help ensure that building-use policies and event procedures are followed.

Parking and Traffic Operations – 15%

• Support parking operations during MYArts events and high-attendance activities.
• Direct vehicle traffic in designated parking and loading areas.
• Assist guests with locating available parking and appropriate drop-off, pickup, and loading areas.
• Collect parking payments using a MYArts-approved credit card terminal or other approved payment system.
• Provide basic information regarding parking rates, payment procedures, and parking locations.
• Assist with the safe movement of vehicles entering and exiting MYArts parking areas.
• Support pedestrian safety by monitoring pedestrian crossings and assisting guests safely across vehicle traffic areas when assigned.
• Serve as a crossing-guard-style presence during high-traffic periods, using established MYArts procedures.
• Assist buses, vans, and other large vehicles with parking, loading, unloading, and safe movement around the facility.
• Help coordinate vehicle and pedestrian movement during event arrival and departure periods.
• Maintain awareness of changing traffic conditions and immediately report unsafe conditions to the Event Operations Manager or appropriate staff.
• Follow all MYArts parking, traffic, emergency, and safety procedures.
• Do not direct traffic beyond the employee’s assigned area or authority and escalate traffic or safety concerns when necessary.

Administrative and Operational Support – 10%

• Assist with basic data entry and facility-use documentation as assigned.
• Assist with tracking event attendance, parking activity, or other operational information when requested.
• Maintain accurate records related to assigned operational duties.
• Assist with distributing event materials, signage, wristbands, tickets, parking information, or other event-related materials.
• Provide general administrative support during events and facility operations.
• Use MYArts communication systems to communicate operational needs to appropriate staff.

Building Stewardship and Safety – 10%

• Act as a steward of the MYArts facility by helping maintain cleanliness, order, and professional appearance in shared spaces.
• Perform light operational tasks such as restocking supplies, wiping surfaces, light mopping, removing trash, and resetting common areas as needed.
• Monitor public areas for safety concerns and report issues promptly.
• Help maintain clear and accessible entrances, exits, walkways, and pedestrian areas.
• Follow established emergency procedures and assist with emergency response activities within the scope of the position.
• Support a safe environment for youth, visitors, staff, artists, volunteers, and program providers.
• Report accidents, incidents, hazards, or other safety concerns to appropriate MYArts staff.

Event Closing and Reset – 10%

• Assist with event teardown and resetting spaces for future use.
• Confirm event areas are cleared of guests and properly secured at the end of assigned shifts.
• Assist with returning furniture and equipment to designated locations.
• Collect and return event supplies, signage, and operational materials.
• Assist with final checks of assigned areas before leaving the facility.
• Report unresolved facility, safety, parking, or event issues to the Event Operations Manager.

Non-Essential Functions – 5%

• Provide occasional support for special events, performances, exhibitions, community activities, and other MYArts activities.
• Assist with photography or video documentation of events when specifically assigned.
• Assist with basic event technical support, including audio, lighting, or effects, when trained and assigned.
• Assist with artist, performer, or backstage needs within established procedures.
• Support volunteers or other event staff with basic operational information.
• Assist other MYArts departments with small operational tasks as assigned.
• Perform other duties as assigned.

4. QUALIFICATIONS

Applicants may demonstrate qualifications through paid employment, volunteer work, education, or other relevant life experience.

Required Qualifications

• Experience providing excellent customer service or interacting with the public.
• Ability to work effectively with a wide range of people, including youth, families, artists, performers, program providers, and event guests.
• Ability to remain calm, professional, and courteous in busy or high-traffic environments.
• Ability to work independently and exercise sound judgment in routine problem-solving situations.
• Ability to follow established parking, traffic, facility, event, and safety procedures.
• Basic computer proficiency and ability to operate a credit card terminal or similar

Preferred Qualifications

• Experience working in an arts organization, community center, or youth-serving environment.
• Experience providing front desk or reception services.
• Experience working with scheduling systems, facility management software, or databases.
• Experience supporting events, classes, or community programs.
• Experience with Google Suite applications, or similar programs.

5. WORK ENVIRONMENT AND SCHEDULE

Work Setting: This is an on-site position located at the MYARTS (Madison Youth Arts Center) facility in Madison, Wisconsin.

Schedule Expectations:

• Typical shifts range from 2 – 8 hours.
• Hours include evenings and weekends, depending on event needs.
• Schedule may vary week to week based on facility activity.
• MYARTS will attempt to provide relatively consistent shifts when possible, though flexibility is required.

This position is non-exempt and eligible for overtime in accordance with federal and state wage and hour laws, though overtime is not expected as part of regular scheduling.

6. COMPLIANCE AND SAFETY RESPONSIBILITIES

Because MYARTS is a youth arts facility, this role includes regular contact with minors participating in programs.

Responsibilities include:

• Following all MYARTS youth safety policies and procedures.
• Maintaining a safe environment for participants and visitors.
• Reporting safety concerns, incidents, or facility issues to appropriate staff.
• Supporting adherence to building use policies by program providers and participants.

All employees in this role must successfully complete required background screening consistent with MYARTS youth safety standards.

Physical Requirements

• Ability to lift and move items up to 50 pounds.
• Ability to use ladders up to 6 ft in compliance with safety protocols.
• Ability to stand, walk, and move throughout the facility during a shift.
• Ability to move tables, chairs, and light equipment used in studio setups.

7. DISCLAIMER

This position description is intended to describe the general nature and level of work performed by individuals assigned to this role. It is not intended to be an exhaustive list of all duties, responsibilities, or qualifications. MYARTS reserves the right to modify job duties, schedules, and responsibilities as organizational needs evolve. Employment in MYARTs is considered “at will” employment and can be terminated at will from either side.

TO APPLY

Email the following application materials to hr@madisonyoutharts.org

1. Page Resume (PDF Format)
2. Cover letter including your experience and interest in the position
3. Subject line “Event Operations Staff First Initial. Last Name”
   1. Ex: Event Operations Staff Operations J. Doe

Application Deadline:

Myarts will be accepting applications until the position is filled. Applications would be evaluated on a first come first service basis.