Outreach Events Manager
AMDA College of the Performing Arts, with campuses in New York City and Hollywood, is one of the foremost post-secondary performing arts colleges in the country. AMDA offers various pathways for students to receive unparalleled performing arts education taught by world-class industry professionals, including Professional Conservatory Certificates as well as undergraduate and graduate degrees (Bachelor of Fine Arts, Bachelor of Arts, Associate of Occupational Studies, Master of Fine Arts and Master of Arts).
AMDA is seeking an organized, detail-oriented, and collaborative Outreach Events Manager to serve as a key member of the Outreach and Recruitment team. The Outreach Events Manager supports the logistics, scheduling, staffing, and expense administration associated with national and international auditions, campus events, virtual programming, and outreach travel.
This execution-focused and highly cross-functional role works closely with faculty, Admissions, Records, Facilities, Marketing, Finance, and outside vendors, often supporting several concurrent events. Evening and weekend work is required during peak audition and event periods.
Primary Responsibilities:
Event Operations and Logistics
- Support the planning and execution of admissions events across both campuses, including on-campus auditions, open houses, information sessions, and school group visits.
- Coordinate with faculty and staff, hotels, Facilities, catering, security, and outside vendors to help ensure events are properly set up, staffed, and supported.
- Partner with campus colleagues to host visiting school groups and support their on-site experience.
- Maintain event schedules, timelines, and operational documentation.
- Help resolve logistical issues before and during events.
Auditions and Travel
- Help maintain AMDA’s national and international audition calendar in partnership with Director of Outreach and Recruitment and other AMDA leadership.
- Coordinate staffing for audition tours, including appropriate faculty and Admissions personnel.
- Coordinate venue, hotel, and travel bookings through AMDA’s travel agency.
- Oversee travel-related credit card authorizations.
- Help resolve unexpected booking, venue, and travel issues as they arise.
- Communicate travel schedules, confirmations, and changes to participating employees.
Virtual Programming
- Support the creation, staffing, and oversight of virtual programming, including preview classes, audition-preparation classes, and virtual auditions.
- Help build and manage Zoom events and help troubleshoot technical issues.
- Coordinate virtual-event schedules and participating faculty and staff.
- Help ensure virtual events are conducted according to standards consistent with AMDA’s on-campus events.
Systems and Data
- Serve as the Outreach Department’s operational point person in Slate, helping ensure events are properly built, tracked, and closed out.
- Work with the Records team to confirm that event data is entered accurately and on schedule.
- Review data quality and coordinate the resolution of discrepancies.
- Maintain event records and documentation to support continuity across teams.
- Help ensure event and participant information is accessible to the appropriate campus partners.
Budget and Expense Administration
- Support the administration of outreach expenses and track spending against the travel and events budget.
- Review and verify per diems, travel advances, and reimbursements.
- Work with Accounts Payable to support timely reconciliation and payment.
- Help ensure event-related expenses are accurately recorded in Slate and other applicable systems.
- Oversee credit card reconciliation for outreach-related expenses.
- Support the timely financial closeout of each event.
- Identify and follow up on missing or incomplete expense documentation.
Staffing, Training, and Materials
- Schedule faculty and staff for auditions and outreach events, including sending confirmations, reminders, and updated event information.
- Coordinate event training to help ensure representatives are prepared and aligned on institutional messaging and event expectations.
- Support the development of recruitment materials in partnership with Media and Communications.
- Coordinate the fulfillment, distribution, and delivery of recruitment materials as needed.
- Help ensure event and travel teams have the materials and operational information necessary to perform their responsibilities effectively.
Qualifications:
- Bachelor’s degree or an equivalent combination of education and relevant professional experience.
- Three or more years of experience in event management, operations, admissions, or a comparable logistics-intensive role.
- Experience coordinating events or activities across multiple campuses, locations, or markets.
- Experience with Zoom and virtual-event production.
- Experience administering expenses, reconciling transactions, or supporting event and travel budgets.
- Strong attention to detail and ability to maintain accurate records.
- Strong written and verbal communication skills.
- Strong organizational and time-management skills.
- Ability to manage multiple concurrent events, schedules, and deadlines.
- Ability to respond calmly and effectively to unexpected logistical or travel issues.
- Proficiency with CRM and database systems and the ability to learn new platforms.
- Ability to work effectively with employees, vendors, and partners across departments and locations.
- Proficiency with Slate or a comparable higher education CRM preferred.
- Experience coordinating logistics for remote employees and traveling teams preferred.
- Experience in higher education admissions, the performing arts, or a related field preferred.
Position Information:
- This is a hybrid position that may be based at AMDA’s Hollywood campus in Los Angeles, California, or its New York City campus.
- The position requires a combination of on-campus and remote work. The specific schedule will be determined based on departmental and operational needs.
- The employee must be available to work in person for auditions, recruitment programs, and other on-campus events at their local AMDA campus. Some travel may be required.
- The regular schedule for this role is Monday – Friday 9:00am–6:00pm in the employee’s local time zone.
- Evening and weekend work is required during peak audition, travel, and event periods.
- The pay range for this position is $75,000–$80,000 annually.
Diversity and Qualifications:
AMDA is fully committed to diversity, inclusivity, and equity throughout the teaching and learning process. We encourage applications from individuals who have extensive experience working with students from diverse backgrounds.
Successful candidates will have a sensitivity to, and understanding of, the diverse academic, socioeconomic, cultural, gender identity, sexual orientation, and ethnic backgrounds of our students, including disabilities that may affect students’ development and learning styles.
Members of traditionally underrepresented groups are encouraged to apply.
AMDA provides equal employment opportunities to all employees and applicants for employment in which no person is subjected to discrimination or harassment on the basis of actual or perceived race, color, ancestry, national origin, religion, creed, age, disability, sex, gender, sexual orientation, gender identity, gender expression, medical condition, genetic information, marital status, military and veteran status, or any other basis protected by federal, state, or local laws. This policy applies to all aspects of employment, including, but not limited to, recruiting, hiring, placement, supervision, promotion, working conditions, termination, layoff, demotion, transfer, compensation, and training.