Position Details Position Information Department Reser Ctr Creative Arts (CLA) Classification Title Office Specialist 1 Job Title Office Specialist 1: Front-of-House Coordinator Appointment Type Classified Staff Job Location Corvallis Benefits Eligible Full-Time, benefits eligible Remote or Hybrid option? Employment Category Regular Job Summary This recruitment will be used to fill one full-time Office Specialist 1: Front-of-House Coordinator position for the Patricia Valian Reser Center for the Creative Arts at Oregon State University ( OSU ). Reporting to the Box Office and Guest Experience Manager, the Front-of-House Coordinator ensures the seamless operation of events, superior guest experiences, and efficient coordination of various front-of-house functions at the Patricia Valian Reser Center for the Creative Arts. This position leads daily work of student staff, answers phones and emails, sells tickets, responds to visitor needs, places stanchions and other crowd-management devices, manages front-of-house and event signage, and ensures smooth event execution. Under the direction of the Box Office and Guest Experience Manager, the Front-of-House Coordinator is generally responsible for implementing and upholding PRAx guest experience standards in the public spaces of PRAx. The College of Liberal Arts is a community that includes and values the voices of all people. As such, we recognize the social barriers that have systematically marginalized and excluded people and communities based on race, ethnicity, gender, sexual identity, socioeconomic background, age, disability, national origin and religion. We are committed to the equity of opportunities, and strive to promote and advance diverse communities. We value and proactively seek genuine participation from these historically under-represented and underserved groups, and recognize them as an essential component of creating a welcoming and rich academic, intellectual, and cultural environment for everyone. Why OSU? Working for Oregon State University is so much more than a job! Oregon State University is a dynamic community of dreamers, doers, problem-solvers and change-makers. We don’t wait for challenges to present themselves — we seek them out and take them on. We welcome students, faculty and staff from every background and perspective into a community where everyone feels seen and heard. We have deep-rooted mindfulness for the natural world and all who depend on it, and together, we apply knowledge, tools and skills to build a better future for all. FACTS : •Top 1.4% university in the world •More research funding than all public universities in Oregon combined •1 of 3 land, sea, space and sun grant universities in the U.S. •2 campuses, 11 colleges, 12 experiment stations, and Extension programs in all 36 counties •7cultural resource centers (https://hr.oregonstate.edu/work-life/diversity-and-cultural-resources) that offer education, celebration and belonging for everyone •100+ undergraduate degree programs, 80+ graduate degrees plus hundreds of minor options and certificates •35k+ students including more than 2.3k international students and 10k students of color •217k+ alumni worldwide •For more interesting facts about OSU visit:https://oregonstate.edu/about Locations: Oregon State has a statewide presence with campuses in Corvallis and Bend, the OSU Portland Center and the Hatfield Marine Science Center on the Pacific Coast in Newport. Oregon State’s beautiful, historic and state-of-the-art main campus is located in one of America’s best college towns. Corvallis is located close to the Pacific Ocean, the Cascade mountains and Oregon wine country. Nestled in the heart of the Willamette Valley, this beautiful city offers miles of mountain biking and hiking trails, a river perfect for boating or kayaking and an eclectic downtown featuring local cuisine, popular events and performances. Total Rewards Package: Oregon State University offers acomprehensive benefits package (https://hr.oregonstate.edu/benefits/prospective-employee) with benefits eligible positions that is designed to meet the needs of employees and their families including: •Medical, Dental, Vision and Basic Life. OSU pays 95% of premiums for you and your eligible dependents. •Free confidential mental health and emotional support services, and counseling resources. •Retirement savings paid by the university. •A generous paid leave package, including holidays, vacation and sick leave. •Tuition reduction benefits for you or your qualifying dependents at OSU or the additional six Oregon Public Universities. •Robust Work Life programs including Dual Career assistance resources, flexible work arrangements, a Family Resource Center, Affinity Groups and an Employee Assistance Program. •Optional lifestyle benefits such as pet, accident, and critical illness insurance, giving you peace of mind and the support you need to thrive in all aspects of your life. Future and current OSU employees can use theBenefits Calculator (https://hr.oregonstate.edu/benefits/new-employees/benefits-calculator) to learn more about the full value of the benefits provided at OSU . Key Responsibilities Event operations (30%) + Lead work:Provides lead work to student employees, which may include planning, assigning, and approving work for student workers who have various identities, cultural backgrounds, and communication styles and expectations. + Front-of-House coordination:Acts as the primary box office and guest experience lead and point of contact during event operations. + Event coordination:Works with internal teams to support event setup, staffing, and the execution of special events, making sure all logistical aspects run smoothly. Prepares and reviews event sheets, ensuring all event details are accurate and up to date, with proper communication to the team. + Building operations:Manages keys and is responsible for locking and unlocking the building and venues. + Training & safety procedures:Implements and ensures compliance with Guest Experience training, safety protocols, and emergency procedures to guarantee a safe and enjoyable environment for guests and staff alike. Programs, Signage, Wayfinding, and Front-of-House Guest Experience (30%) + Programs:Intakes programs for events, prints the appropriate number, and ensures that ushers receive programs to distribute. Ensures the availability of the digital programs and creates relevant QR codes + Signage: As delegated/directed/trained, may be assigned as the primary manager for digital signage in the front-of-house spaces, including the elevator shaft projector, monitors driven by media players, and other signage areas. Gathers content from relevant staff, reformats as necessary, and posts to media players. Signage changes frequently. This position will be trained to create simple designs from artist media kits and other assets for digital display in the PRAx lobby. + Audio Tours: Is the primary authority for managing the audio tour equipment, including kiosks, signage, devices, and headphones. Ensures that equipment is kept charged and ready. + Wayfinding: prints event-specific signage, places signage and stanchions as delegated/directed by the Box Office and Guest Experience Manager + Lobby Music: maintains the account and device used for music playback in the lobby. Receives direction from staff related to musical selections, which may include background music during the day, seasonal options, Box office and sales (25%) + Box office support:Sells tickets, manages customer inquiries or issues related to ticket sales while following PCI compliance. Trains student workers on box office procedures as directed by the Box Office and Guest Experience Manager + Ticketing & event sales: Assists with the creation and implementation of one-off events, coordinating ticketing details, and ensuring all necessary elements for sales are in place for successful event execution. + Lists and reports:Pulls and maintains patron lists as delegated by the Box Office and Guest Experience Manager, including the “Know Before You Go” ( KBYG ) lists, ensuring all necessary information is disseminated to guests ahead of events. Assists in the preparation and analysis of reports as delegated by the Box Office and Guest Experience Manager. Reports may include tracking sales data, guest feedback, and overall performance to inform future events and sales strategies. + Phone management:Manages the OSU /PRAx phone system, recording, and updating phone messages to ensure proper guest communications. Audiovisual support and Battery Management (10%) + AV support in Toomey lobby: possesses an up-to-date knowledge of how to run AV for basic events in Toomey lobby, including speaking events with microphones, events with projection content, and others. Is not assigned as a primary support person for events, but serves as backup and a source of information/guidance for general/untrained users who may need assistance in the lobby. + Battery charging: ensures that the batteries of all battery-driven devices used in the front of house, including Toomey Lobby, are charged and ready. This includes audio tour device batteries, microphones, lightbox bar cart batteries, and other batteries that may run front-of-house equipment. Other duties as assigned (5%) + Team collaboration:Actively participates in departmental meetings and provides weekly updates to supervisors regarding guest experience initiatives, staffing, and event performance. + Administrative support: Provides administrative assistance as needed, supporting overall venue operations, including but not limited to scheduling, reporting, and task prioritization. + Other duties: Supports PRAx in areas broadly related to the scope of assignment/authority outlined in the position description What We Require Completion of courses or training in Office Technology; OR One year of general clerical experience which included typing, word processing, or other generation of documents; OR An equivalent combination of training and experience. What You Will Need + Recent experience in a front-of-house role in an arts venue, cinema, theatre, music performance space, or similar. + Knowledge of the performing arts derived from direct participation in theatre, dance, music, or similar, OR knowledge of the performing arts derived from arts administration, box office management, arts booking, or similar. + Experience in customer service or hospitality. + Experience with cash handling and related accounting procedures. + Demonstrated ability to communicate successfully and inclusively, with a diverse audience. + Ability to perform effectively when working in stressful situations. + Ability to perform a variety of administrative duties without direct supervision. + Comfortable with technology and systems related to SharePoint, Microsoft Excel, ticketing, and phone management. What We Would Like You to Have + Excellent communication and interpersonal skills, with a focus on delivering exceptional customer service. + Experience in or willingness to learn about venue management and performing arts box office practices. + Team leadership experience or skills. + Ability to prepare financial reports and meet deadlines. + Ability to adapt and maintain professionalism in a fast-paced, dynamic environment. + Strong organizational skills with the ability to manage multiple tasks and projects simultaneously. + Demonstrates a high level of discretion and good judgement. Working Conditions / Work Schedule + The incumbent in this position will be expected to workon site and with a team. + The position will require evening and weekend work, with atypical hours that are varied within a normative 40-hour work week. + This position will require long periods of standing, the ability to move chairs, and support event and program set up as needed. + Possible exposure to weather or outdoor conditions. + Work in confined and/or crowded areas. + Work in loud, busy, and potentially stressful environments. + Occasional travel to work at events offsite. Pay Method Hourly Pay Period 16th - 15th of the following month Pay Date Last working day of the month Min Salary $16.94 Max Salary $23.45 Link to Position Description https://jobs.oregonstate.edu/position\_descriptions/164355 Posting Detail Information Posting Number P05142CT Number of Vacancies 1 Anticipated Appointment Begin Date 03/25/2025 Anticipated Appointment End Date Posting Date 02/19/2025 Full Consideration Date 03/06/2025 Closing Date 04/05/2025 Indicate how you intend to recruit for this search Competitive / External - open to ALL qualified applicants Special Instructions to Applicants To ensure full consideration, applications must be received by March 06, 2025.Applications will continue to be accepted after the full consideration date, until a sufficient applicant pool has been achieved or the position is filled. The closing date is subject to change without notice to applicants. Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc.Your profile MUST clearly show how you meet the minimum/required qualifications for the position.Resumes are NOT accepted at the application stage for this position. Cover letters are optional for this position and will not be used for evaluating your qualifications. Equivalent required experience is based on full-time equivalent (40 hours per week). PLEASE NOTE :If you have volunteer experience relevant to this position, please include in the Employment History section and note length of time, average number of hours per week and major duties. Typically, the starting salary is at the lower end of the salary range. For additional information please contact: Tanner Buffy Tanner.Buffy@oregonstate.edu 541-737-7899 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community. OSU will conduct a review of the National Sex Offender Public website prior to hire. Supplemental Questions Read More at: https://jobs.oregonstate.edu/postings/164944 OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.