FILLED TPS Job Opening – Facilities Program Assistant

Thank you for your interest – this position has been filled

 

Job Title:

Facilities Program Assistant
Job Location: Seattle Center, The Armory, 4th Floor
Posting Date: 09/27/2016
Closing Info: Open until filled. Priority given to applications received by October 7
Compensation:: $12 – $16 / hour
Employment Type: Part-time, 60% FTE
FLSA Classification Exempt
Shift: 25 hrs/wk: M-W 2-7pm, remaining 5 flexible with strong preference for Sat. mornings.

 
 About the Organization: Theatre Puget Sound (TPS) is a leadership and service organization founded in 1997 to advocate for the region’s growing theatre community’s causes and administer much-needed services. Now one of the Northwest’s leading arts advocacy and leadership organizations, TPS provides programming and services that benefit both the theatre community and the larger regional arts community. TPS has a two-fold mission: To promote the spiritual and economic necessity of theatre to the public, and to unify and strengthen the theatre community through programs, resources, and services.

Diversity Statement: TPS is an equal opportunity employer committed to strengthening a more multicultural artistic community and the principle of diversity. TPS does not discriminate based upon race, national origin, color, religion, sex, age, sexual orientation, gender identity/expression, status as a person with a disability, genetic information, or Protected Veteran status. TPS strongly encourages applications from historically underrepresented groups, including women, minorities, protected veterans and individuals with disabilities.

Theatre Puget Sound has an outstanding opportunity for a part-time, 60% FTE, Facilities Program Assistant.

Position Summary: Reporting to the Deputy Executive Director as part of Theatre Puget Sound’s administrative staff, the Facilities Program Assistant is an administrative position dedicated to organizing and performing work related to daily operational needs of the TPS facility program.

The Facilities Program Assistant serves as TPS’s primary liaison with hourly and performance renters of TPS-managed facilities at Seattle Center’s Armory Building, including but not limited to the Studio4 rehearsal studios, Theatre4 performance venue, the Center House Theatre, and the Black Box. The position provides assistance and problem resolution to members, renters, staff, and the public regarding the options and services available, as well as information and interpretation of facilities program policies, procedures, and regulations. An affinity for customer-service and responsiveness are critical for success in this position.

The Facilities Program Assistant processes rental requests and manages the schedule; performs a variety of public relations functions; composes written communications; coordinates communication and marketing efforts to achieve occupancy goals; processes invoices and pursues collection of past due rental accounts; responds to and participates in assessing opportunities for expansion within our services; establishes and maintains program records; conducts daily surveys of the space for cleanliness, organization, furniture placement, and maintenance needs; recommends and coordinates maintenance of the facility and its equipment; compiles and completes recurrent reports; maintains logs, supports the Technical Director as requested; and performs manual and custodial labor pertaining to the needs of the facilities program.  .

Essential Duties and Responsibilities

  • Handles scheduling, communication and payment tracking for facility clients, for both performance and hourly rehearsal bookings, using proprietary calendaring program.
  • Serves as primary contact with rental and residential clients; assists customers by answering questions and providing information regarding program policies, procedures, and activities; performs a variety of public relations functions including facility tours and orientations.
  • Assists clients by providing TPS interpretation on facilities-related policies, procedures, and laws.
  • Reviews and researches file documentation to resolve client-/customer-related complaints.
  • Interfaces and maintains productive diplomatic relationships with resident theatre companies (currently includes Book-It, Seattle Shakespeare Company, and Sound Theatre Company).
  • Composes correspondence, printed materials, and/or news releases related to program policies, procedures, and operations; and edits materials for accuracy, appearance, readability, and style.
  • Receives all modes of payment for services, issues receipts, and complies with cash-handling policies.
  • Tracks funds received, payments owed, and credits due on facility bookings.
  • Prompts clients for timely payment and pursues collections on past-due accounts as needed.
  • Prepares a variety of narrative and statistical reports regarding program operations and projections.
  • Performs data entry and analysis functions (utilizing SQL and proprietary database).
  • Promotes the TPS facilities, both online and on-site, and increases rentals.
  • Understands and enforces TPS and Seattle Center policies and assists in policy recommendations.
  • Works closely with the resident Technical Director on inventory management and acquisition, basic technical theatre needs, exploration of upgrade possibilities, and specs research.
  • Makes rounds, checks or inspects for security purposes or to determine condition of facility and equipment and takes necessary corrective action for deficiencies, including completing minor repairs; emptying wastebaskets, trash, and recycle containers; or picking up trash and other items left by renters, as needed.
  • Inspects TPS-managed spaces for cleanliness and general orderliness daily and ensure cleanliness standards are met (through volunteer or personal effort).
  • Sets up and takes down equipment and furnishings, as required for program operations.
  • Keeps records of room charges and other fees.
  • Distributes keys, obtains key deposits, and manages key log.
  • Coordinates arrangements for program activities such as meetings, conferences, and workshops.
  • Maintains and monitors budget and informs supervisor of status.
  • Establishes and maintains accurate and complete records and files; records statistical information.
  • Answers and directs calls for the main TPS phone line and provides primary walk-in reception duties when in office.
  • Performs clerical duties such as preparing and distributing mail, filing, and running recurring reports.
  • Coordinates and provides oversight for weekly, monthly, and annual office and break room cleaning schedule; monitors need for and schedules periodic services such as carpet and window cleaning.
  • Maintains inventory of all TPS current and archived paper files and locations; provides for and maintains secure, organized archival file storage.
  • Monitors cleaning and office supplies and office drinking water; coordinates and places orders.
  • Schedules appointments and meetings.
  • Performs related duties as required.

Qualifications: High School graduation AND two years of 50%-100% FTE experience in a clerical role and providing assistance to customers regarding inquiries, complaints or problems OR equivalent education / experience.

 Key Competencies

  • Highly organized and attentive to detail
  • Ability to recognize areas of need and respond appropriately
  • Customer service-orientation, with a polite and friendly but efficient phone manner
  • Diplomatic sense of partnership
  • Ability to work independently, set priorities, and meet deadlines
  • Excellent writing and communication skills
  • Punctual, consistent, and reliable
  • Ability to receive, interpret, and act upon direction given
  • Uses the qualities of respect and maturity when communicating with visitors and co-workers
  • Ability to maintain appropriate and effective focus in a fast-paced environment with many interruptions
  • Time management skills and the ability to prioritize work
  • Data management
  • Problem solving
  • Adaptability
  • Sensitivity to the challenges and expectations of working in an open office, and ability to moderate personal behavior appropriately
  • Ability to track details and procedures, keep accurate records, and maintain files that are easy to access and understand
  • Confidentiality — handles and protects confidential and/or sensitive information and property, including but not limited to personal identifying information, credit card numbers, proprietary knowledge and data, keys, and passwords.
  • Presents a professional appearance to guests and co-workers; keeps desk free of clutter
  • Sense of humor, patience, flexibility, and assertiveness
  • Strong computer proficiency – Must be proficient in the Windows environment, all Microsoft Office Suite programs (especially Excel and Word), and the Google suite, as well as have experience working with and reporting from databases. Must be comfortable trouble-shooting and creative problem-solving tech-related problems
  • Must be able to work a consistent, regular schedule that includes evenings and Saturdays
  • Must be able to lift up to 50 lbs

Essential Physical Functions:

Physical Task                                                                        % of time spent doing each task

Carrying                                                                                                       5%

Bending                                                                                                        5%

Sitting                                                                                                          85%

Standing                                                                                                       5%

Lifting                                                                                                          5%

Use of Computer                                                                                           80%

POSITION AVAILABLE IMMEDIATELY.

 Terms and Compensation: The position is 25 hrs/ week with required flexibility for increased hours during periods of high demand. Compensation will be set within the given range based upon experience and other qualifications. Accrual-based PTO and Sick Leave. No benefits. This position has no remote or telecommuting options.

 To Apply: Submit a cover letter and resume by email to Zhenya Lavy at zhenya@tpsonline.org.  Use the subject “Facility Program Assistant Application.” NO PHONE CALLS.

This entry was posted in Check It Out!, Jobs, TPS Admin. Bookmark the permalink.

Comments

Leave a Reply

Your email address will not be published. Required fields are marked *