Box Office and Administrative Coordinator

Box Office and Administrative Coordinator
This is a part-time, non-exempt position working 25-30 hours/week in person at the Annapolis Symphony Orchestra office at Maryland Hall in Annapolis, Maryland
The position requires day, evening and weekend availability
Pay rate - $27/hour
This position reports to the Director of Marketing & Communications

Position Summary

Who Is the Box Office and Administrative Coordinator?
This position is best suited to a detail-oriented, collaborative professional who recognizes what needs to be done, takes ownership of assignments, and understands why the work matters. This role is well suited to someone who excels at customer service and the user experience. The candidate will be able to move comfortably between patron-facing and internal projects, independently manage a varied workload, communicate clearly across departments, and keep multiple assignments moving forward. Because of the varied nature of the role, the successful candidate will bring excellent organizational accuracy, sound judgment, and proficiency to every project while keenly understanding when to seek guidance or escalate an issue. They are resourceful, flexible, and eager to learn through colleagues, professional resources, and independent research. Most importantly, they bring genuine care to the ASO’s mission and to the patrons, donors, musicians, students, volunteers, and colleagues who make that work possible.
This role is a great entry level job for someone who loves the arts and wants to learn about arts administration.

Key Responsibilities
Patron Services and Ticketing Operations
Serve as the primary staff administrator for PatronManager ticketing functions, including:
Process and deliver ticket orders by phone, email, online, and in person with professionalism, warmth, and accuracy;
Assist patrons with seating questions, accessibility needs, discounts, promotional offers, exchanges, and other ticketing concerns;
Set up performances, events, pricing, seating maps, holds, promotions, and other required information in the ticketing system;
Maintain accurate patron, household, transaction, seating, patron qualification and event records;
Coordinate the technical preparation and distribution of approved patron surveys and “Know Before You Go” communications through PatronManager, in collaboration with the Director of Marketing & Communications;
Assist on the subscription-renewal process as needed;
Create, distribute, and track approved discount and promotional codes;
Create, maintain, and distribute PatronManager reports as requested by department directors;
Support accurate patron segmentation, list management, and data maintenance;
Identify and correct duplicate, incomplete, or inaccurate patron records in accordance with established database procedures;
Respond to approved voucher and raffle-donation requests and maintain accurate fulfillment records.
Performance and Event Operations
Monitor the box office inbox, responding to patron, ticketing, and event-related inquiries and routing other requests to the appropriate staff member;
Work onsite at designated ASO performances and events, including evenings and weekends, to support box-office operations and create a welcoming audience experience;
Sell tickets and distribute onsite and will-call tickets;
Set up and manage the guest-services desk at designated Annapolis Symphony Orchestra and Annapolis Symphony Academy performances and events;
Coordinate with venue partners in advance of performances to prepare the ASO’s box-office and front-of-house needs;
Coordinate point-of-sale equipment, tables, stanchions, phones, ticket printing, volunteers, event materials, reserved parking for VIP patrons, and other ASO equipment or resources required for performances;
Work with venue staff before and after performances to collect and maintain accurate attendance and ticketing data;
Order and retrieve materials for designated performances and events;
Maintain an organized inventory of promotional, box-office, and event materials and distribute those materials as needed;
Work with Maryland Hall and other venues’ front of house staff to give them the necessary information and training to check tickets at the door, manage reserved parking for VIPs, concert information sheets, etc.
Coordinate ticketing, reservations, guest lists, check-in, or other event support for FASO programs as assigned; and
Attend PatronManager webinars, conferences, training sessions, and other professional-development opportunities to remain current on system updates, new features, and industry practices.

Office Coordination
Work with the Box Office and Events Associate to manage the ASO’s office, including all administrative duties required to maintain the physical space, collecting and distributing the mail, organization of items, maintaining equipment, communication with Maryland Hall facilities, scheduling, office supplies, etc;
Coordinate with the ASO’s IT vendor and other service providers to set up, maintain, or repair office technology and equipment;
Administer and maintain technology and equipment needs, including the printer, mailing equipment, Zoom accounts, phones, and other office tools, and assist staff with routine use of office equipment;
Maintain designated shared calendars by entering approved dates, deadlines, meetings, and operational information accurately and promptly;
Maintain an organized inventory of office, promotional, ticketing, and event materials, ordering and replenishing supplies as needed;
Assist with meetings, events, mailings, and special projects as assigned; and perform other administrative duties consistent with the scope and priorities of the position.
Marketing and Sales Administrative and Project Support
Provide administrative and project support to the Director of Marketing and Communications and other departments as necessary. Department leaders may request assistance directly, but competing assignments, deadlines, and workload priorities will be resolved by the employee’s supervisor.