Performing Arts Center – Office Coordinator

Posted: 04-Feb-24

Location: Worcester, Massachusetts

Type: Full-time

Salary: Open

Categories:

Administrative/Support
Staff/Administrative

Internal Number: 4991356

Performing Arts Center – Office Coordinator
College of the Holy Cross
Description
An active classroom, laboratory, performance venue, and exhibition site opened at The College of the Holy Cross in 2022, The Prior Performing Arts Center offers world-class spaces to experience and train in the performing and creative arts, fostering collaboration across artistic disciplines and catalyzing transformational exchange between the arts and other fields. Programming at the center includes performances and events by academic arts departments and programs, cutting-edge visiting artists, student organizations, and other campus and community partners. The performing arts center is also home to the College’s relocated Iris and B. Gerald Cantor Art Gallery, which for several decades has promoted and supported the intellectual and cultural life of Holy Cross and the greater community through exhibitions both historical and contemporary as well as a range of live events and outreach. The Office Coordinator for The Prior Performing Arts Center and the Iris B. and Gerald Cantor Gallery serves these two distinct yet highly collaborative units. Reporting to The Prior’s General Manager with a dotted line to the Director of The Cantor, this position unites the essential administrative operations of The Prior and The Cantor in service of their closely related artistic and educational missions, while simultaneously offering tailored support to each unit based on their unique staffing structures and needs. Major Areas of Responsibility: Administrative operations

• Creates, revises, implements, and maintains systems and procedures related to the two units’ administrative functions.
• Contributes to and implements policy and planning.
• Utilizes multiple information systems (Google Office Suite, EMS, etc.) in preparing and maintaining scheduling processes, calendars, reports, statistics, manuals, spreadsheets, agendas, presentations, and correspondence.
• Proactively resolves administrative problems by analyzing data and then identifying and implementing solutions.
• Creates and maintains department documentation to communicate and train personnel on office procedures.
• Processes expense reports for the Cantor Gallery, the Prior Presents series, and other producorial and administrative activities of The Prior; supervises and supports the processing of expense reports by the Prior’s production staff.
• Support the Cantor Director in tracking The Cantor’s budget.
• Purchases, obtains, maintains, organizes, and sets up office supplies and equipment, including items such as stands, signs, stanchions, decorations, etc.
• In conversation with Public Safety, maintains internal and external door access schedule and updates it regularly in keeping with The Prior and The Cantor’s calendar.
• Maintains student worker timecards for units across The Prior and The Cantor.
• Assembles, analyzes, and manages department records and confidential information.
• Executes regular daily tasks to facilitate the operations of The Prior and The Cantor, such as creating and placing signage throughout the building, confirming classroom and venue readiness, assisting with or managing room set-up, setting out decorations, etc.
• Attends meetings and coordinates follow-up actions.
• May supervise student personnel.

Hospitality and artist services

• Arranges travel and/or hospitality for visiting artist residencies, other guest collaborations, and various Prior and Cantor events.
• Picks up and/or sets up hospitality.

Communication and collaboration

• Serves as front line respondent to and screener of mail, email, and telephone calls; directs requests to appropriate individuals; and follows up on replies.
• Creates signage and wayfinding materials for The Prior and The Cantor.
• Liaises with other administrative staff, academic colleagues, students, partner institutions, other institutions, external agencies, alumni, and prospective students.
• Creates and capitalizes on opportunities for collaboration between The Prior and The Cantor.

Other

• Executes standing and pop-up assignments throughout an 84,000 square foot facility with a dozen active venues on four floors.
• Conducts research and gathers information to support projects.
• Assists with development and marketing efforts as needed.
• Assists with box office/patron services as needed.
• Demonstrates advanced proficiency by quickly adapting to new technology and easily acquiring new technical skills.
• Other duties as assigned.

Minimum Qualifications

• Associate Degree, at least 4-5 years of related experience.
• Proficient in all Microsoft suite applications including Google Drive, Google Docs & Forms, Word and Excel, PowerPoint, Access database structure, reporting and organizational chart creation.
• Proficiency using standard office equipment such as a computer, fax, photocopier, scanner, etc.
• Experience with at least several of the following systems: PeopleSoft financials, Chrome River expense reports, Adaptive budgeting, EMS event management and/or Kronos timekeeping.
• Familiarity with Zoom meeting management.
• Eager to collaborate closely with administrative, curatorial, and production staff across The Prior and The Cantor teams.
• Excited to work in a fast-paced, start-up arts environment with colleagues and constituents from across The College and beyond.

Preferred qualifications

• Experience with Adobe Creative Cloud applications.

Work Conditions