Patron and Volunteer Services Assistant

JOB SUMMARY

Cultural and Heritage Programs is responsible for multi-disciplinary arts centres, heritage and museum facilities and structures, the delivery of arts, heritage and museum public programming and events, volunteer program development, audience development, and exhibits and research.

You support the Coordinator with the day-to-day operations of the Patron and Volunteer Services unit.  
You contribute to the delivery of effective customer service to patrons, volunteers and clients of the Meridian Theatres/Shenkman Arts Centre by: coordinating the activities in the box office and front of house staff and volunteers, overseeing the completion of accurate weekly deposits, cash floats, completing financial statements and reports as required, ensuring that office equipment, the Meridian Theatres Box Office and the Shenkman Arts Centre Guest Services phone lines and the on-line ticketing system are properly maintained, ensuring the Registration CLASS system is properly maintained; and performing general administrative functions for the unit. 

You also provide general administrative and clerical functions to the Arts Centres venues to support the efficient operation, administration and coordination of the City of Ottawa’s volunteer resources, programs, and partnerships with the volunteer community/sector.  You respond to routine requests for information concerning volunteer resources from City of Ottawa staff, members of council and the general public and redirect these as appropriate, and support the training of volunteers, maintenance of the program-related database and web-based information. 

In addition, you: assist the Coordinator with the scheduling and supervision of all Front of House activities; provide general administrative and clerical functions to the Arts Centres venues to support the efficient operation, administration and coordination of the box office and client services; respond to routine requests for information concerning box office resources from City of Ottawa staff, members of council and the general public and redirect these as appropriate; support the training of box office staff, maintenance of the program-related database and web-based information; and assist with the scheduling and supervision of all Box Office activities.

EDUCATION AND EXPERIENCE

Completion of 2 year community college diploma in Arts Administration or a related field

Minimum of 1 year of experience in a leadership role, interacting with the public; and 3 years of experience in a theatre or entertainment venue or similar environment 

CERTIFICATIONS AND LICENCES

KNOWLEDGE

• Leadership principles and theory
• Proficiency in Microsoft Office including Excel and Word
• Theatre terminology
• Basic accounting
• Cash handling and management procedures
• High level of proficiency with Paciolan Ticketing Software or similar program 
• High level of proficiency with CLASS software 
• Proficiency with online credit card authorization programs
• Basic knowledge of computer network
• Knowledge of applicable health and safety legislation, including the rights and duties of workers.

Desirable Qualifications:

• Demonstrates strong customer service and training initiatives
• Advanced computer literacy including the ability to recognize problems and act upon them

COMPETENCIES, SKILLS AND ABILITIES

• Excellent  oral and written interpersonal communications, customer service and leadership skills and the ability to deliver to a wide range of clients and patrons directly or through staff and/or volunteers
• Experience with training and developing volunteer groups
• Capacity and desire to work effectively within a team environment
• Self-motivated with a positive attitude
• Ability to act as a leader, as well as ability to follow direction
• Ability to work unsupervised and provides supervision in a fast paced environment
• Resourceful and diplomatic
• Ability to work flexible hours, including evenings and weekends