The Lenfest Box Office Coordinator is the primary contact for the Lenfest Center for the Arts for visiting academia, W&L Students, Lenfest patrons and general public visiting the University. The Coordinator often sets the tone for visitors’ first impression of the University. This position has primary responsibility for the coordination of all aspects of the Box Office including staffing, accounting, calendar scheduling, and training of part-time personnel and work study students. This position actively works with the Lenfest Center for the Arts Director, Assistant Director, and Manager of Technical Operations.
Essential and Related Functions:
- Provides administrative support to the Director of the Lenfest Center for the Arts and additional support to other staff as needed. Serves as support staff for committees as needed.
- Serve as Box Office Manager & Supervisor, acting as the primary contact with Human Resources. Serves as primary Box Office staff (ticket sales) during regular hours; processing, verifying and keeping financial records. Complies with University’s e-Commerce Credit Card Policy. Schedules Box Office personnel for daily shifts and all tickets event performances (40+ ticketed performances annually). Conducts Box Office Attendant Training.
- Serves as primary contact for Lenfest Center for the Arts, directing visitors to their destinations.
- Monitors record retention files.
- Process most accounts payables and accounts receivables for Lenfest.
- Monitors the Lenfest Center for the Arts Calendar (Wilson & Lenfest Halls). Ensures events calendar and requests are always up to date. Serves as sole liaison for rental requests, contracts, and billing. Also advises representatives from outside the University on policies and costs for using the facilities at the Lenfest Center. Coordinates door and event security with Public Safety for all Lenfest/Music/Art/Theater and Dance Schedules. Oversees all facility keys- meets with stage managers to review policies and procedures.
- Coordinates quarterly/annual Lenfest Committee and Calendar Meetings.
- Creates future performance season calendars. Maintains annual event inventory spreadsheets. Maintains and distributes Event Planning forms to Music/Art/Theater/Lenfest.
- Responsible for annual Vendini event setup. Links Vendini events via webmaster to Lenfest homepage. Ensures Vendini equipment is in good working order and that sufficient tickets are always on hand.
- Maintains up to date database for annual brochure mailings and e-mail campaigns. Coordinates Lenfest mailings.
- Maintains the records of the honorific and memorial seating plan in the Keller Theatre.
- Serves as liaison with ITS .
- Processes and coordinates all monies and event reports involved with the presentation in the theatres and concert hall.
- Other related duties as required.
Minimum Qualifications:
3-5 years of experience working in an administrative position, preferably in a non-profit, higher education or performance arts setting. Must be a high school graduate; associate’s or bachelor’s degree is preferred. Must be detail oriented and have experience with budget management. Strong customer service skills and experience working with the public is essential. Must have at least intermediate skills in: Excel, Word, InDesign, database programming, and web management. A keen eye for design, strong writing and communications skills will prove helpful for mass media marketing. Must be able to work evening and weekends for performances.
Required Competencies:
- Plan and Coordinate – Realistically estimates the time required to accomplish tasks and keeps others informed of potential problems/delays. Takes appropriate steps to ensure that the University resources (e.g., workspace, equipment, tools, etc.) are in good working order. Makes an effort to ask questions to identify issues and solve work problems.
- Technical Skills – Demonstrates a higher level of knowledge and understanding of a technical or specialty area and is able to apply it in daily work. Able to identify problems as they occur and takes appropriate steps to promptly solve or communicate them to supervisors. Consistently and carefully checks details of tasks and assignments to ensure quality and accuracy before routine reviews by supervisors.
- Results Focused – Displays a level of comfort in exploring different work approaches, rather than the routine. Responds to requests in a timely fashion and keeps track of own progress towards goals and deadlines. Takes initiative to independently find solutions or improve approach when issues/problems are repeatedly encountered.
- Communication and Relations – Able to clearly and concisely explain University policies and procedures to others. Able to write correspondences and summarize ideas or facts with few or no errors (within role requirements). Skilled at diffusing difficult situations independently and recognizes when issues/requests require special attention (e.g., confidentiality, supervisor review, etc.). Consistently acts on requests and suggestions in a positive and unbiased way.
- Teamwork – Willingly shares information, materials and responsibility to contribute to and achieve work objectives. Seeks input of other work group members and encourages their participation and involvement. Makes an effort to help and actively support work group members in their tasks/assignments.
Physical Work Environment:
The worker is not substantially exposed to adverse environmental conditions (as in typical office or administrative work).
Physical Requirements:
- Fingering: Picking, pinching, typing or otherwise working, primarily with fingers rather than with whole hand or arm as in handling.
- Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.
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