Arts and Business Operations Specialist

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Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Administrative Specialist

Job Summary:

The Wisconsin Union Theater seeks an Arts and Business Operations Specialist to join its team. This position plays a vital role in supporting the Midwest’s premier university-based performing arts presenter, located at the heart of the University of Wisconsin–Madison campus.

The Arts and Business Operations Specialist ensures the smooth daily operation and fiscal integrity of the Wisconsin Union Theater (WUT) by maintaining efficient administrative systems, supporting financial operations, and contributing to a highly collaborative and mission-driven arts environment. WUT presents an annual season of 25–30 professional performing arts events and hosts approximately 200 rental events each year for university departments, student organizations, community arts organizations, conferences, and special events. It also houses Campus Arts Ticketing, the university’s performing arts ticketing service.

Reporting to the Wisconsin Union Theater Director, this person provides direct support to WUT leadership and collaborates across all areas of the unit, including artistic programming, artist services, rentals, event production, patron services, and the box office. The position also serves as a primary liaison with Wisconsin Union Accounting and Human Resources, as well as UW–Madison Business Services, Risk Management, and the Office of Legal Affairs.

Responsibilities include managing the full life cycle of artist contracts for WUT’s annual season, including contract administration, redlining, scheduling, meeting deadlines, compliance tracking, and payment coordination; assisting with budget preparation, financial tracking, data collection and analysis, reconciliation, and reporting; processing invoices, payments, purchases, and account transfers; supporting event settlements and close-outs; preparing reports and presentation materials; coordinating calendars, meetings, and travel arrangements; maintaining organized digital and physical filing systems; supporting purchasing card reconciliations; and assisting with phone and email correspondence.

The ideal candidate is highly organized, detail-oriented, analytical, and collaborative, with strong business and administrative skills and the ability to manage multiple priorities in a fast-paced arts environment.

Work Schedule:

Monday through Friday 9am-5pm plus occasional evenings and weekends

Key Job Responsibilities:

• Schedules logistics and secures resources for a designated work unit to contribute to the day-to-day operational success

• Analyzes data and trends, compiles progress reports, and provides appropriate recommendations or conclusions in support of the assigned operational work unit(s)

• Assists, recommends, and advises staff on unit or program administrative issues, personnel matters, and budgetary problems

• Implements and executes established policies and procedures for a designated work unit to adhere to unit objectives and to align with established strategies

• Serves on committees and attends meetings, representing the interests of the unit or program

Department:

Wisconsin Union

Compensation:

The starting salary is $56,000 – but is negotiable based on experience and qualifications

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS)pension fund. For a summary of benefits, please see.

https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf

Required Qualifications:

• Three years of experience in business management and office operations
• Experience handling confidential or sensitive information
• Experience with the following: assisting with budget preparation, data collection and analysis, and financial processes
• Strong analytical skills
• Highly organized
• Ability to manage multiple priorities and deadlines
• Proficiency in Microsoft Suite and Google Suite and comfort with learning new software systems

Preferred Qualifications:

• Experience working in higher education or similar complex institution

• Experience in arts administration, performance venue operations, or a performing arts setting

Education:

Bachelor’s Degree Preferred Minimum

How to Apply:

Click the "Apply" button to start the application process.

You will be prompted to upload the following documents:

-Resume

-Cover Letter

Applicants should attach a cover letter and resume detailing their training and experience relating to the required and preferred qualifications referenced above. The application reviewers will be relying on written application materials to determine which qualified applicants will advance in the recruitment process.

Contact Information:

Kathleen Keller, [email protected], 608-262-9323

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer. 

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment. 
 
The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7). 
 
The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.