Theatre Facilitator


Cowichan Valley Regional District


Apr. 23, 2018

Organization Description:

The rugged West Coast Trail, serene lakes and one of the tallest free-standing timber rail trestles in the world all lie in the picturesque Cowichan Valley Regional District (CVRD). Located on Vancouver Island, the CVRD provides a wide range of local government services to a population of 80,000, located within its four distinct municipalities and nine electoral areas.


Job Description:

The Arts & Culture Division of the Community Services Department is seeking a Theatre Facilitator for a regular full time position at the Cowichan Performing Arts Centre located at 2687 James Street, Duncan, BC. Reporting to the Manager, Arts and Culture Division, the Theatre Facilitator assists the manager and works collaboratively with division staff to provide specialized facilitation and administrative support for all shows, rentals & events held at Cowichan Performing Arts Centre (CPAC) and within the Arts & Culture Division.


a.    Executes and maintains contracts and facility rental paperwork regarding event details and the division’s administrative functions.
b.    Requests in advance of show all cheques required such as artist guarantees, client deposits, box office advances, and revenue sharing between CPAC and the client.
c.    Documents, prepares and sends out payments for tariffs. 
d.    Compiles and completes all show statement information and post show reconciliations. 
e.    Liaises with rental clients.
f.    Books all accommodations required for CPAC presented shows.
g.    Maintains and communicates event details, changes, general operations and usage through correspondence and event memos with rental clients, performers, promoters and staff.
h.    Assists with: fulfilling sponsorship requirements; maintaining master event files; keeping updated status sheets in event files; entering data for shows into room booking software; and coding invoices.
i.    In collaboration with other division staff participates in the production of two annual brochures.
j.    May coordinate and supervise staff and volunteers; including hiring, training and scheduling.
k.    Assists the Manager with annual division event planning and projects as assigned.
l.    Maintains the basic administrative functions of the Division in the absence of the Arts and Culture Division Manager.  Ensures the ticketing function is complete as back- up to other division staff during absences.
m.    Assists in ensuring the security of the building and safety of the patrons and clients.
n.    Performs any other related duties as assigned.


A Bachelor of Arts degree or a diploma from a community college in a related field, or an equivalent combination of education, training and experience. A minimum of five years of administrative experience; experience working with and supervising staff and volunteers; and experience with ticketing and room booking software and event planning. Experience in marketing, publicity and promotions are considered an asset. Class 5 BC Driver’s License and First Aid Level 1 with CPR are required. Applicants must have knowledge of and interest in the arts and theatre operations. Demonstrated working knowledge of computer hardware and software related to word processing, desktop publishing and graphic design, i.e. theatre ticketing, room booking, Excel, Adobe Pagemaker, Adobe Photoshop, Adobe InDesign, PDF files, FTP site management. In addition, knowledge of organizing and executing advertising, promotions and publicity campaigns and best practices for theatre operations are required. Knowledge of the local community is considered an asset. Applicants must have the ability to: conduct training sessions and supervise staff and volunteers; work independently and to manage time, multiple projects and deadlines effectively; establish effective interpersonal working relationships with promoters, clients, staff, volunteers and the general public; think quickly and make clear, logical decisions; be flexible and adaptable when faced with sudden changes; and, on occasion, vary the workweek to meet operational requirements. Applicants must possess effective professional communications skills with an acute attention to detail and excellent editing skills. Effective media relations and basic social media skills are an asset. We are looking for a highly organized, proactive self-starter.

How to Apply:

Qualified applicants are invited to submit a letter of application and a resume in confidence prior to 4:30 p.m. on April 23, 2018 quoting Competition No. AC18043-I/E. We can be reached by e-mail at (please use either MSWord or pdf format), or by mail at 175 Ingram Street, DUNCAN BC V9L 1N8, or by fax at (250)746 2522.


$31.35/hour (2016 wage rate)

Contact Name: Human Resources
Contact Email:
Contact Phone: 250-746-2518

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