Theatre and dance

Definition of Classification :

The Theatre and Dance Marketing and Box Office Coordinator provides comprehensive audience services support for the Department of Theatre and Dance and the School of Performing Arts.

The position also performs the clerical and logistical duties of the of the Theatre and Dance Program.

Reporting to the Chair of the Department of Theatre and Dance and to the Director of the School of Performing Arts (during summer months), this position carries out marketing initiatives and oversees ticketing platforms to ensure audience attendance to Theatre and Dance / School of Performing Arts Productions.

The position serves as the onsite Box Office and Front of House Coordinator for performances and supports the day-to-day office operations of the Department of Theatre and Dance.

Additional duties : event planning, supervision of work-study students and creation / oversight of marketing materials for productions, workshops, and events.

This position requires flexibility to work evening and weekend hours, as required.

Duties and Responsibilities :

The duties and responsibilities include, but are not limited to, the following :

• Creates and implements marketing initiatives for productions of the Department of Theatre and Dance and select events for the School of Performing Arts.
• Identifies audiences for particular productions and creates specific initiatives that include show artwork, copy, assembling email lists, coordinating email blast communications, and community outreach to raise awareness of productions.
• Conducts / supervises social media publicity for all shows in collaboration with Department Chair and University Marketing and Communications.

This includes Facebook & Instagram postings / events, organizing paid ads, creating / scheduling stories, creating and / or coordinating show photos and video interviews.

• Supervises printing of all marketing materials including posters, postcards, and flyers for designated productions. Organizes distribution across campus and throughout the Redlands community for 5-7 production events each year.
• Submits request to update Department of Theatre and Dance website to reflect the program, faculty, events, nd production season.
• Coordinates the creation of digital and / or print programs for productions. Includes gathering bios, headshot photos, directors’ notes, advertising copy, and additional information particular to show.
• Serves as Front of House Coordinator for productions. On site services for 5-7 productions per year (audience capacity ranges from 125 in Frederick Loewe Theatre to 1000 for Memorial Chapel events).

House management includes safety orientations and supervision of work study and volunteer ushers for events. Between 5-12 ushers per event.

• Serves as Audience Services Specialist for audience questions, concerns, ticketing issues. Deals with on sight audience issues during performances.
• Ensures safety standards are followed at productions.
• Creates and supervises ticketing platforms for 5-7 productions per year.
• Coordinates and performs Theatre and Dance administrative support functions; assists with program and project activities including records administration and maintains a high level of customer service.
• Serves as first point of contact ensuring a friendly welcome to students, staff, faculty, and visitors for the Department of Theatre and Dance.
• Assists in the administration of the Theatre and Dance program, including coordination with other academic departments, campus programs, student groups, and offices within the University.
• Provides clerical support for the office in the Department of Theatre and Dance such as preparing and copying course materials, filing, maintaining records;

sorting and distributing mail.

• Assists with budget management, processes check requests and reimbursement requests for expenses related to faculty activities and travel.
• Maintains and orders office supplies and other materials as needed.
• Provides pertinent information in person, through email, and over the telephone to visitors, administration, faculty, students, and parents.
• Coordinates, prepares, edits materials, communications, reports, or other documents including spreadsheets related to Theatre and Dance program management, course schedules, classrooms use, etc.
• Maintains Department of Theatre and Dance confidence and safeguards operations by keeping information confidential.
• Adheres to all day-to-day safety and housekeeping policies and procedures.
• Coordinates activities, instructs, reviews and assigns work, and completes performance evaluation of Department of Theatre and Dance office student workers.
• Utilizes databases to collect and chart enrollment and advising data; produces regular data reports for use in academic planning / scheduling, position requests and organizes Departmetn of Theatre and Dance assessments surveys including year-end academic advising instruments.
• Coordinates department dinners / events, collecting rsvp's and monies, coordinates menu, and produces name tags.
• Supports department initiatives, including advisory boards, scholarship programs, and annual events.
• Maintains classroom and faculty / staff shared space within Theatre coordinating set up, makes class and event reservations.
• Serves as marketing coordinator for Community School of Music and Arts, reporting to Director of the School of Performing Arts during summer months.
• Performs other duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following :

Experience / Training / Education :

Required

• High school diploma or equivalent supplemented with two years of additional course work in related fields such as Theatre business, Theatre administration.
• Two (2) years of administrative support experience or related experience including the ability to use Microsoft Office software programs.
• One (1) year experience with marketing and / or box office theatre management. Or transferable skills set.
• Experience creating graphic artwork designs for events.

Knowledge and Skills :

• Knowledge of English grammar, spelling, and punctuation and be able to clearly communicate orally and in writing.
• Excellent verbal and written communication skills.
• Basic knowledge of mathematics.
• Excellent organizational skills, and detail orientated with high accuracy.
• Ability to prioritize tasks, meet deadlines and work independently and with minimal supervision in a fast-paced environment with changing priorities.
• Effective communication and presentation skills; ability to write clearly and concisely.
• Demonstrate a high degree of motivation, tact, and diplomacy.
• Basic knowledge of record keeping and record retention requirements.
• Proficiency in computer skills using Microsoft Office Suite including Excel, Word, and PowerPoint.
• Ability to create outreach initiatives that will result in audience attendance.
• Proficiency with Adobe photoshop and / or other graphic design software.
• Ability to operate standard office equipment.
• Aptitude to learn new and evolving technology.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve Departmental, School, and University objectives.
• Ability to exercise independent judgment and initiative.
• Deliver great customer service.
• Ability to work effectively with confidential information.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff.

Physical Requirements / Working Conditions :

Working Conditions :

Standard office and field setting. Duties performed are partially in an office environment while sitting at a desk or computer workstation or in meetings.

At least minimal environmental controls to assure health and comfort. Duties of Box Office Coordinator take place at performances in the front of house environment.

Physical Demands :

• Incumbents regularly sit for long periods; walk short distances on a regular basis; travel to various locations to attend meetings and conduct work;
• use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; climb stairs;
• stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer;

hear and understand voices over telephone and in person; and lift, carry and / or move objects weighing up to 10 pounds.

Last updated : 2024-10-05