Administrative Assistant/Receptionist (PAC)

Description

The Heindl Center for the Performing Arts is seeking a part-time administrative professional to support the day-to-day operations of the venue and Heindl Center events. The Administrative Assistant works closely with the Director and Assistant Director. The candidate is expected to work all events in the performing arts season calendar and others as scheduled. Previous work experience in an administrative support role and customer service is required. This position is a part-time benefit eligible position to include health insurance and mandatory contribution to the state retirement plan (PERS). The Administrative Assistant reports directly to the Director of the Performing Arts Center.

The Administrative Assistant interacts with the general public and plays a key role in our event-day operations. A welcoming personality, professional demeanor, strong work ethic, dependability, an eye for details, ability to adhere to established branding & protocols, and a commitment to excellence are essential.

Attributes Of The Ideal Candidate For This Position

• Satisfied with only a part-time schedule (minimum 22.5 hours per week and typically less than 30 hours)
• Prefers a more physical, active supporting role, not just a “desk job”
• Tech-savvy and self-motivated to easily & quickly learn new software skills and complex systems
• Assertive, confident, and comfortable speaking in front of a group and being a leader to others
• Anticipates needs and collaborates with colleagues to complete responsibilities
• Looks for opportunities to improve processes
  
  

Work Schedule: Monday-Friday, 8:00 AM-12:30 PM, following the NWCC main calendar. Evening and weekend hours supporting events at the Heindl Center are required. Occasional box office hours as needed to fill gaps in staffing is required.

Qualifications

• Associate’s degree OR a combination of education and experience to meet the duties, responsibilities, and requirements of the position
• Documented 2 years of experience as an Administrative Assistant or similar assistant role supporting multiple individuals in a fast-paced environment with competing priorities
• Documented 1 years of experience in a customer service position and processing POS transactions
• Possess and maintain a valid driver’s license
  
  

Preferred Qualifications

• Bachelor’s degree in a related field
• Previous documented experience working in education or at a performing arts venue
• Previous documented experience working with volunteers or managing a group or team
• Experience creating visually appealing work (e.g. posters, signs, flyers, etc.)
• Experience with Canva, SignUp Genius, and Google Drive
  
  

Essential Duties And Responsiblities

The essential duties and responsibilities include but are not limited to the following:

Administrative Functions

• Act as receptionist by assisting and directing visitors who enter the Heindl Center administrative offices, including faculty, staff, students, and general public
• Respond to email inquiries and phone calls and take follow-up actions
• Purchase, track, and distribute supplies, replenishing stock supplies as needed, and submit receipts in a timely manner
• Retrieve and distribute mail and packages from the campus post office
• Attend team meetings as scheduled
• Ensure the office suite and shared spaces are welcoming, clean, organized, and well-maintained
• Communicate routinely with other NWCC personnel as relevant to the operations of the Heindl Center
• Provide general routine administrative support to the Director and Assistant Director
  
  

Box Office Duties

• With guidance from the Assistant Director, act as primary point of contact for ticketing agents and assist in box office operations to include staffing, sharing reminders with the team, and delegating tasks when appropriate
• As needed, serve as ticketing agent during box office hours Monday-Friday 12:00-4:30 PM
• Answer phones, greet and assist patrons & visitors, and process ticket sales in person or by phone
• Balance cash & check sales in coordination with ticketing agent and make routine deposits to the NWCC Business Office
• Provide patrons information on events and demonstrate knowledge of ticketing policies, procedures, and the Heindl Center website
• Demonstrate skill and proficiency in the ticketing system in order to process ticket sales and generate requested reports
• Stay informed on updates to policies and changes to scheduled events
• Ensure the box office is clean & organized and any postings are kept current
  
  

Event-Specific Duties

• Following established protocols, create any requested signage (posters, flyers, merchandise, programs, etc.)
• Ensure all ticket scanning devices and box office laptops are fully charged prior to each event
• Coordinate with Director regarding hospitality needs of the performing artist to include catering, making hotel reservations, shopping for and preparing hospitality items, requesting transportation, and setting up backstage areas
• Under the guidance of the Assistant Director, act as volunteer coordinator & point of contact for events team, ensuring each event is adequately staffed, and conduct pre-show team meeting to include training of volunteers
• During the event, assist in the smooth operations of front of house (FOH) activities to include managing volunteers, greeting and welcoming patrons, ticket sales & assistance, providing support for pre- or post-show activities, and filling any gaps in staffing including taking the lead on designated FOH activities in absence of the Assistant Director
• Perform any set-up/take-down or housekeeping activities for an event to include, but not limited to, moving tables & chairs, relocating stanchions, performing laundry duties, displaying signage in theater & in the community, disposing food items after an event, resetting the lobby or classrooms for the next business day, etc.
  
  

Other

• Maintain confidentiality of any details of internal operations and visiting performing artists
• Complete other duties as assigned by the Director or Assistant Director
  
  

Required Knowledge, Skills, And Abilities

• Strong attention to detail with the ability to self-correct
• Takes initiative to complete assigned tasks and follows up on responsibilities without reminders or prompting
• Strong organizational and time management skills to prioritize tasks and work with a sense of urgency under limited supervision
• Exemplary customer service skills to include communicating effectively in a professional manner verbally, in writing, and in group settings
• Strong analytical, problem-solving, and critical thinking skills
• Ability to remain calm under pressure
• Demonstrated success working on a team and independently
• Proficiency with MS Word, MS Outlook, MS PowerPoint, internet browsers, and use of standard office equipment (copier, printer, etc.)
  
  

Physical Demands And Work Enviornment

• Sitting at a desk working at a computer, answering phones, reading and responding to emails, researching, etc.
• Routine walking in various areas around large venue with occasional use of stairs; extended periods of time spent on feet during event days
• Moving, carrying, and lifting items up to 20 pounds (such as boxes, tables, chairs, stanchions, ropes, poster displays, etc.) in preparation for events or as needed
• Occasional local travel to shop for items, distribute posters in the community, run errands, etc.
  
  

APPLICATION PROCESS

• Submit application online at www.northwestms.edu
• Resume
• Cover letter
• Three (3) professional work-related references (name, organization, work relationship, email address, phone number)