Administrative Assistant/Receptionist (Heindl Center for …, Senatobia

Administrative Assistant For The Heindl Center For The Performing Arts

The Administrative Assistant for the Heindl Center for the Performing Arts provides administrative and operational support for daily activities and events, working closely with the Director and Assistant Director to ensure effective event coordination, office operations, and customer service. This role requires availability for scheduled events, including evenings and weekends.The Administrative Assistant serves as a public-facing representative of the Heindl Center and interacts regularly with patrons, students, faculty, staff, and guests. The ideal candidate demonstrates professionalism, dependability, strong communication skills, attention to detail, and a commitment to providing a welcoming experience while upholding organizational policies and procedures. Prior administrative and customer service experience is required. This position includes health insurance benefits, and participation in PERS is mandatory.Schedule:

Regular hours: Monday-Friday, 8:00 AM-12:30 PM, following the NWCC main calendar

Required: At least 1 afternoon box office shift weekly 12:00-4:30 PM as assigned per schedule

Flexibility: Afternoon shifts required to fill gaps in staffing

Events: Required evening and weekend hours supporting events as scheduled Qualifications:

Comfortable working a part-time schedule (minimum 23.5 hours per week and typically less than 30 hours), with flexibility to work assigned afternoon shifts

Demonstrated interest and enthusiasm for the venue and willingness to learn all aspects of the role

Ability to perform a mix of active, physical support tasks and routine office/administrative duties

Self-motivated with the ability to read, understand, and clearly communicate written policies and procedures

Tech-savvy with the ability to quickly learn new software systems and complex platforms

Strong communication skills with confidence speaking to groups and providing direction to others when needed

Proactive approach to anticipating needs and collaborating effectively with colleagues

Initiative to identify opportunities for process improvement and contribute to more efficient workflows Preferred Qualifications:

Bachelor's degree in a related field

Experience working in education or performing arts venue

Experience working with volunteers or managing groups

Familiarity with SignUp Genius and Google Drive Duties and Responsibilities: Serve as receptionist for the Heindl Center administrative offices, assisting faculty, staff, students, and the general public Respond to phone calls and email inquiries and ensure timely follow-up actions Provide routine administrative support to the Director and Assistant DirectorPurchase, distribute, and replenish office supplies and submit receipts in a timely manner Retrieve, sort, and distribute mail and packages Maintain clean, organized, and welcoming office and shared spaces Assist with box office operations under the guidance of the Assistant Director Serve as ticketing agent during box office hours, including planned coverage and urgent staffing needsAnswer phones, greet patrons and visitors, and process in-person and phone ticket sales Balance cash and check transactions and complete routine deposits Provide accurate event and ticketing information and assist patrons with policies and procedures Operate ticketing systems to process sales and generate reportsStay informed on ticketing policies, procedures, and event updates Maintain cleanliness, organization, and accurate postings in the box office Coordinate hospitality needs for events, including catering, shopping, preparation, transportation, and backstage setup Perform event setup, breakdown, and housekeeping tasks (e.g., arranging furniture, moving equipment, signage placement, and space reset)Support front-of-house (FOH) operations, including preparing materials, coordinating volunteers, and leading pre-show meetings Train and supervise volunteers and ensure proper event staffing Independently support FOH operations during events, including managing volunteers and assisting patrons Lead designated FOH responsibilities in the absence of the Assistant DirectorCommunicate regularly with Heindl Center staff and relevant institutional personnel Attend scheduled team meetings Maintain confidentiality regarding internal operations, ticket sales, and visiting performers Perform other duties as assigned by the Director or Assistant Director Required Knowledge, Skills, and Abilities:

Associate's degree OR a combination of education and experience that demonstrates the ability to perform the duties and responsibilities of the position

2+ years of experience as an Administrative Assistant or in a similar role supporting multiple individuals in a fast-paced environment with competing priorities

1+ year of customer service experience, including processing POS transactions

Strong attention to detail with the ability to self-check and correct errors

Initiative to complete assigned tasks and routine duties without constant prompting or reminders

Ability to independently use available resources and problem-solving skills to understand unfamiliar tasks before seeking assistance

Strong organizational and time management skills with the ability to prioritize tasks, meet deadlines, and work efficiently under limited supervision

Excellent customer service skills and professional communication abilities (verbal, written, and group settings)

Strong analytical and critical-thinking skills

Ability to remain calm under pressure and communicate effectively when workload is overwhelming

Proven ability to work both independently and as part of a team

Proficiency with Microsoft Outlook (email and calendar), PowerPoint, Word, internet browsers, and standard office equipment Physical Demands and Work Environment:

Primarily seated work at a desk using a computer to read policies and procedures, respond to emails, answer phone calls, and conduct research

Routine walking throughout a large venue, including occasional use of stairs

Extended periods of standing and physical activity during event days

Increased working hours during weekday events and scheduled performances

Ability to move, carry, and lift items up to 20 pounds (including boxes, tables, chairs, stanchions, ropes, and poster displays)

Occasional local travel for errands, shopping, or distributing promotional materials such as posters within the community Application Requirements: Interested applicants should attach and submit the following: Application at

Resume

Transcripts

Three (3) Professional References (Name, Phone Number, Email)