Box Office Manager
Beaverton Arts Foundation – Patricia Reser Center for the Arts
Position Posting: Box Office Manager
FSLA Status: Exempt, Full-time with benefits; occasional nights and weekends required.
Date of Posting: August 30, 2021
Please note: Full vaccination against COVID-19 is a prerequisite for employment. The Reser will consider exemptions for medical or religious reasons.
The Patricia Reser Center for the Arts (“The Reser”) is a nonprofit professional arts center currently under construction in downtown Beaverton, Oregon. Construction began in November 2019, and the Center is scheduled to open to the public in early 2022. Immediately adjacent to City Hall, the facility will comprise a 550-seat Mainstage Theater, an art gallery, and meeting & rehearsal rooms.
The Reser is governed by the Board of Trustees of Beaverton Arts Foundation (doing business as Patricia Reser Center for the Arts), consisting of accomplished, respected, and dedicated community volunteers. In a successful public/private partnership with the City of Beaverton, they have brought The Reser to life.
The Reser will present national touring artists, local and regional performing arts organizations, visual arts exhibitions, arts education programs, and will serve as a social and cultural hub for Beaverton and its surrounding communities. For more information about the campaign to build the Patricia Reser Center for the Arts, please visit https://centerfortheartscampaign.org/
Although Beaverton Arts Foundation dates from 1999, The Reser itself is a relatively new organization and, by its nature, will pass through several distinct phases before it achieves a mature, operating state. Its current developmental phase is focused on near-term projects: finishing construction, the installation of theatrical systems, staff development and training, inaugural planning & programming, and the creation of the policies and practices that will guide its future. This pre-opening phase will be accompanied by changes in the size and structure of the staff, the focus of job responsibilities, and the skills required for success. Adaptability and a personal commitment to the mission of The Reser are vital qualities for any employee in this environment. The scope of responsibilities of the Box Office Manager will evolve to meet the needs of The Reser as it progresses through various phases toward opening and taking its place as an active arts center and a vital resource in the community.
Please note that this position is being filled at an extraordinary moment, in which it will be necessary to work remotely for some indefinite period. The successful candidate will be confident both in their ability to fulfill the job responsibilities remotely for as long as necessary and to transition to working in a new building and a fast-paced start-up environment.
ABOUT THE JOB
The Reser is seeking an energetic, skilled, Box Office professional to join our growing team before opening. This position offers the right person a rare opportunity to play a key role in the launch of a new arts organization, to help shape The Reser’s professional environment for years to come, and ensure seamless integration of customer service, ticketing, and financial reporting. The Box Office Manager will play a central role in the community support of the organization by helping to ensure a superb patron experience. The Box Office Manager will also play a critical role in actualizing The Reser’s commitment to the principles of Equity, Diversity, and Inclusion.
The Box Office Manager reports directly to the Director of Marketing and Patron Services and will supervise a part-time staff dedicated to ticket sales and fulfillment. In addition, the Box Office Manager will work closely with the Front of House Manager, and other departments, including Operations, Administration, Programming, Development, and other members of the Marketing staff.
WHAT YOU’LL DO
The Box Office Manager will oversee box office operations, manage the ticketing system, schedule and supervise ticket sales associates, and create and disseminate accurate reports to internal users, such as Finance, Marketing, and Development. Alongside the Front of House Manager, this position will be responsible for the front-facing patron services team in a fast-paced, event-based environment. The ideal candidate will be an experienced, problem solving, ticketing professional, dedicated to peerless customer service and the creation of a welcoming atmosphere for patrons and colleagues alike.
Responsibilities will begin with a pre-opening phase focused largely on the implementation of a new Tessitura ticketing system, the development of standard operating procedures, and establishing the flow of information to other departments—all in advance of the Spring 2022 Grand Opening and inaugural season. This phase will also focus on building relationships with colleagues, community users, and vendors.
Commensurate with the public opening of the facility and the achievement of the objectives listed above, the ongoing responsibilities of the Box Office Manager will include the following:
• Hire, train, supervise, and develop a skilled box office staff.
• Schedule staff; coordinate box office activities with the master event calendar; process staff payroll
• Ensure a Box Office operation in which staff embodies the organization’s commitment to the evolving principles of Equity, Diversity, and Inclusion
• Ensure customer satisfaction: Be the welcoming face of The Reser for its patrons; provide solutions for patron complaints or disputes; coordinate with house staff and company managers to resolve event issues; build relationships with regular patrons, members, and donors
• Monitor performance and coach staff to achieve accuracy and customer service excellence; manage the successful sale of tickets through all channels: in-person, web, telephone, and group sales, as directed
• Manage the computerized ticket system: build new events; create season packages; monitor holds, returns, and inventory; process system upgrades and patches; work with Production and Operations to reserve artist holds and/or other seat holds or comps
• Oversee and maintain a clean and current patron database for use by Marketing, Development, and Programming; generate reports on request
• Maintain and monitor all elements of financial accountability for ticket sales, subscriptions, and use by rental clients. Prepare and verify the daily deposit; prepare and submit a daily sales report; reconcile discrepancies; prepare and submit a nightly settlement report; coordinate on a timely basis with event, operations, and administrative managers to help settle rental events and performance contracts
• Act as “Manager on Duty” for events, as needed
SKILLS AND EXPERIENCE NEEDED
• Three years of experience in a performing arts box office; at least two of which shall have been in a supervisory role.
• Expert knowledge of the complexities of computerized ticketing systems; practical skills with other computer programs, such as Word and Excel.
• Strong customer service experience: the ability to think quickly and solve problems to ensure the comfort and safety of patrons; skill in conflict resolution.
• People skills; a talent for diplomacy; a friendly approach that can be efficient and firm without also being rigid.
• Highly organized and detail-oriented; able to work independently and exercise leadership that is both strong and considerate. An unselfish team leader dedicated to the empowerment and success of colleagues. A builder of strong relationships.
• Enthusiasm for the performing arts and artists, and the ability to communicate that to patrons.
• Willingness and ability to work a flexible schedule, including nights and weekends, as required by the event schedule.
• Hands-on experience with the Tessitura Network, and with Tessitura ticketing and CRM software.
• Experience with a start-up; the skill to set up a ticketing system “from scratch.”
• Experience in a performing arts center or nonprofit arts setting, and an understanding of how all the elements of events fit together.
• Demonstrable experience working with a diverse customer base; the ability to communicate effectively in more than one language.
WORKING ENVIRONMENT – ESSENTIAL PHYSICAL ABILITIES
Most of the responsibilities of this position are performed in a traditional office setting and do not typically involve equipment that poses a threat of injury. The successful completion of duties relies on the following physical abilities: Sufficient (corrected or uncorrected) vision to read text of various sizes and perceive colors and shapes accurately. Sufficient clarity of speech and hearing to communicate effectively in person and on a telephone, to hear sounds within the normal range of conversation and in the context of crowd noise. Sufficient manual dexterity to operate office equipment. Sufficient personal mobility, strength, and reflexes to perform light work and to reach, stoop, bend, kneel, climb, and lift as much as 25 pounds. Must also be able to stand for extended periods of time without assistance. The physical abilities required for this position may be flexible and we encourage those who may require accommodation to apply.
COMPENSATION AND BENEFITS
An annual salary of $55,000, commensurate with experience. Benefits include medical insurance, Flexible Spending Account, paid vacation, and matching 403(b) retirement plan contributions.
HOW TO APPLY
Interested and qualified applicants are encouraged to submit a resume, accompanied by a cover letter describing why this position is of interest and the personal and professional experience that has prepared them to be successful. All applications will be held in confidence. Initial review of applications will begin on or about September 15, 2021 and will continue until a pool of highly-qualified finalists has been identified. Applications received after September 30, 2021, may not be eligible for consideration.
All applications and/or inquiries should be sent via email only to:
December Carson, Director of Marketing and Patron Services
MS Word or PDF attachments only, please
Subject Line: BOX OFFICE MANAGER application
No phone calls
File names of all resumes and attachments should include applicant’s last name
The Patricia Reser Center for the Arts is an equal opportunity, at-will employer, dedicated to the goal of creating a diverse and inclusive working environment. We strongly encourage applications from women, persons of color, and LGBTQ individuals. All qualified applications will receive consideration for employment without regard to age, race, color, religion, gender, gender expression, national origin, protected veteran status, marital status, sexual orientation or any other characteristic protected by law.