Administrative Assistant/Receptionist (PAC)

Northwest Mississippi Community College • Senatobia, MS

72d

About The Position

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.

Requirements

• 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

Nice To Haves

• 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

Responsibilities

• 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
• 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
• Serve as ticketing agent during box office hours Monday-Friday 12:00-4:30 PM as needed
• 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
• 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
• 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
• 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
• 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
• Maintain confidentiality of any details of internal operations and visiting performing artists
• Complete other duties as assigned by the Director or Assistant Director

Benefits

• Health insurance
• Mandatory contribution to the state retirement plan (PERS)

What This Job Offers

• Job Type: Part-time
• Career Level: Entry Level
• Industry: Educational Services
• Education Level: Associate degree