Senior Patron Services Specialist

As a leader on the Patron Services team, this position performs and coordinates technical office and administrative support work including specific administrative support projects and operations.  This person provides expert professional assistance to management staff and performs related work as required. This person provides logistic and facility maintenance support as required.

OPERATIONS DUTIES:

  • Maintain Desk Manager training and serve as lead trainer for all Patron Services hires.
  • Work closely with the Operations Manager to support facility and department needs.
  • Serve as Operations backup when the Operations Manager is unavailable:
    • Facilitate Master Schedule meetings
    • Fulfill bookings request from faculty and staff. Respond to requests sent to the Scheduler email account.
    • Communicate with vendors regarding facility/maintenance issues when they arrive on service calls.
  • Respond to internal service requests – schedule appropriate action as needed (ie: special cleaning requests, adjustment to HVAC temperatures, etc.)
  • Schedule facility maintenance service calls with preferred vendors
  • Maintain and update:
  • Staff and Faculty mailboxes
  • Staff extension List
  • Master Vendor List
  • QRG
  • Vendor Service Call Tracker
  • Toner Order List
  • Daily Report
  • Lost & Found
  • Order, stock and maintain office equipment and supplies (inventory weekly, order monthly). Also, work with each vendor as necessary to troubleshoot any issues.
  • CINTAS – medical supplies
  • ELB – maintenance supplies
  • Copying Concepts – copy machines, toner
  • Pitney Bowes – postage machine
  • Regency and Staples – office supplies
  • FedEx, UPS – shipping supplies and process
  • com – departmental supplies as needed
  • Code Administrative invoices to appropriate GL account
  • Complete extension and voicemail setups in Allworx phone system for new hires.
  • Train all Staff new hires on administrative functions and office equipment, including but not limited to using copiers, postage machine, phones, security procedures, etc.
  • Maintain/update documentation regarding office equipment and security procedures.
  • Schedule temporary employees as needed
  • Track Incident/Accident reports. Participate in Safety Committee
  • Manage approved groups in COCA’s Art Space Initiative Program. Make bookings and schedule adjustments as needed.
  • Manage COCA’s lendable equipment inventory in ActiveNet.
  • Track COCA’s electric, gas, and water use through the EnergyStar Portfolio Manager and send reports to Operations Manager. Participate in COCA’s Green Team.

 

DESK MANAGER DUTIES:

  • Provide leadership to effectively enforce institutional policies and procedures to ensure a safe environment/event. Recommend additional ways to create a secure environment.
  • Greet and engage students, parents, faculty, patrons and building visitors in a friendly pro-active manner. Encourage feedback about their experience at COCA, promote other opportunities to participate.
  • Be knowledgeable about the range of programs/events happening at COCA
  • Answer phones and direct calls
  • Provide administrative support to all COCA departments.
  • Create Weekly Updates for Staff along with Media & Communications’ Coordinator
  • Manage student attendance recording for PS
  • Create and maintain weekly class templates for front monitors (maintain Summer Camp templates)
  • Send and receive packages and other items via UPS, FedEx, USPS, or courier
  • Maintain professional appearance of the reception area by keeping area organized and stocked
  • Promote and sell COCA merchandise
  • Open and/or close the building according to procedure
  • Daily housekeeping duties
  • Support daily building operations and schedule
  • Manage the process of finding substitute faculty: contacting faculty, maintaining open communication with the rest of the Patron Services Team, tracking progress, and ensuring the Sub Calendar is up to date at all times.
  • Maintain constant communication with Patron Services part-time staff (evenings and weekends) regarding changes in programming, special events, maintenance issues, service calls, etc.

 

REGISTRATION DUTIES:

  • Provide customer service/support regarding classes/camps/performances:
  • Communicate schedule/room/and operations related information to faculty
  • Box office and registration support
  • Assist in calling students should a class need to be cancelled
  • Print and distribute course attendance sheets at the start of each semester and pre-determined intervals during the semester
  • Review attendance sheets; contact Registration Office concerning unregistered students. Maintain Attendance Tracker.
  • Complete data entry for make- up sheets in ActiveNet

 

Essential Skills and Qualifications:

  • Bachelor’s degree preferred
  • Ability to communicate effectively both verbally and in writing
  • Must have organizational skills, able to multi-task, be self-motivated, and able to work independently to meet deadlines
  • Proficient in Microsoft Office – Outlook, Word, Excel
  • Willingness to take on administrative/operational tasks as needed
  • Great people skills, initiative, and enthusiasm

 

Physical Requirements:

  • Ability to lift, carry and move at least 20lbs.
  • Ability to walk, stand and sit for periods of time
  • Ability to navigate stairs

To Apply:
Please submit cover letter, resume to jobs@cocastl.org using “Senior Patron Services Specialist” in the subject line. Applications will be accepted until the position is filled. This position is part-time, hourly, and requires primarily weekends and evening availability, though some daytime calls are required.