Administrative Assistant/Receptionist (PAC)

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 d