Administrative Assistant/Receptionist (Heindl Center for the Performing Arts)

The Administrative Assistant for the Heindl Center for the Performing Arts provides administrative and operational support for daily activities and events, working closely with the Director and Assistant Director to ensure effective event coordination, office operations, and customer service. This role requires availability for scheduled events, including evenings and weekends.

The Administrative Assistant serves as a public-facing representative of the Heindl Center and interacts regularly with patrons, students, faculty, staff, and guests. The ideal candidate demonstrates professionalism, dependability, strong communication skills, attention to detail, and a commitment to providing a welcoming experience while upholding organizational policies and procedures. Prior administrative and customer service experience is required. This position includes health insurance benefits, and participation in PERS is mandatory.

SCHEDULE:
• Regular hours: Monday-Friday, 8:00 AM-12:30 PM, following the NWCC main calendar
• Required: At least 1 afternoon box office shift weekly 12:00-4:30 PM as assigned per schedule
• Flexibility: Afternoon shifts required to fill gaps in staffing
• Events: Required evening and weekend hours supporting events as scheduled

QUALIFICATIONS:
• Comfortable working a part-time schedule (minimum 23.5 hours per week and typically less than 30 hours), with flexibility to work assigned afternoon shifts
• Demonstrated interest and enthusiasm for the venue and willingness to learn all aspects of the role
• Ability to perform a mix of active, physical support tasks and routine office/administrative duties
• Self-motivated with the ability to read, understand, and clearly communicate written policies and procedures
• Tech-savvy with the ability to quickly learn new software systems and complex platforms
• Strong communication skills with confidence speaking to groups and providing direction to others when needed
• Proactive approach to anticipating needs and collaborating effectively with colleagues
• Initiative to identify opportunities for process improvement and contribute to more efficient workflows

PREFERRED QUALIFICATIONS:
• Bachelor’s degree in a related field
• Experience working in education or performing arts venue
• Experience working with volunteers or managing groups
• Familiarity with SignUp Genius and Google Drive

DUTIES AND RESPONSIBILITIES:

1. Serve as receptionist for the Heindl Center administrative offices, assisting faculty, staff, students, and the general public
2. Respond to phone calls and email inquiries and ensure timely follow-up actions
3. Provide routine administrative support to the Director and Assistant Director
4. Purchase, distribute, and replenish office supplies and submit receipts in a timely manner
   Retrieve, sort, and distribute mail and packages
5. Maintain clean, organized, and welcoming office and shared spaces
6. Assist with box office operations under the guidance of the Assistant Director
7. Serve as ticketing agent during box office hours, including planned coverage and urgent staffing needs
8. Answer phones, greet patrons and visitors, and process in-person and phone ticket sales
9. Balance cash and check transactions and complete routine deposits
10. Provide accurate event and ticketing information and assist patrons with policies and procedures
11. Operate ticketing systems to process sales and generate reports
12. Stay informed on ticketing policies, procedures, and event updates
13. Maintain cleanliness, organization, and accurate postings in the box office
14. Coordinate hospitality needs for events, including catering, shopping, preparation, transportation, and backstage setup
15. Perform event setup, breakdown, and housekeeping tasks (e.g., arranging furniture, moving equipment, signage placement, and space reset)
16. Support front-of-house (FOH) operations, including preparing materials, coordinating volunteers, and leading pre-show meetings
17. Train and supervise volunteers and ensure proper event staffing
18. Independently support FOH operations during events, including managing volunteers and assisting patrons
19. Lead designated FOH responsibilities in the absence of the Assistant Director
20. Communicate regularly with Heindl Center staff and relevant institutional personnel
21. Attend scheduled team meetings
22. Maintain confidentiality regarding internal operations, ticket sales, and visiting performers
23. Perform other duties as assigned by the Director or Assistant Director

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
• Associate’s degree OR a combination of education and experience that demonstrates the ability to perform the duties and responsibilities of the position
• 2 years of experience as an Administrative Assistant or in a similar role supporting multiple individuals in a fast-paced environment with competing priorities
• 1 year of customer service experience, including processing POS transactions
• Strong attention to detail with the ability to self-check and correct errors
• Initiative to complete assigned tasks and routine duties without constant prompting or reminders
• Ability to independently use available resources and problem-solving skills to understand unfamiliar tasks before seeking assistance
• Strong organizational and time management skills with the ability to prioritize tasks, meet deadlines, and work efficiently under limited supervision
• Excellent customer service skills and professional communication abilities (verbal, written, and group settings)
• Strong analytical and critical-thinking skills
• Ability to remain calm under pressure and communicate effectively when workload is overwhelming
• Proven ability to work both independently and as part of a team
• Proficiency with Microsoft Outlook (email and calendar), PowerPoint, Word, internet browsers, and standard office equipment

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
• Primarily seated work at a desk using a computer to read policies and procedures, respond to emails, answer phone calls, and conduct research
• Routine walking throughout a large venue, including occasional use of stairs
• Extended periods of standing and physical activity during event days
• Increased working hours during weekday events and scheduled performances
• Ability to move, carry, and lift items up to 20 pounds (including boxes, tables, chairs, stanchions, ropes, and poster displays)
• Occasional local travel for errands, shopping, or distributing promotional materials such as posters within the community

APPLICATION REQUIREMENTS:

Interested applicants should attach and submit the following:

• Application at www.northwestms.edu 
• Resume
• Transcripts
• Three (3) Professional References (Name, Phone Number, Email)