KVPAC Seeks New Administrative Assistant

KVPAC is seeking a new administrative assistant.

Position Title: Administrative Assistant/Front Desk Receptionist

Position Status: Exempt, Salary, Full Time

Immediate Supervisor: Executive Operations Director (EOD)

Directly Manages the Following Positions: None.

Office Hours: 8:30am-4:30pm M-F. 30 minute break for lunch daily. While a regular work schedule is established, some flexibility is desired. Some Saturdays and evenings may be required

Benefits: 5 days paid vacation, 10 paid holidays, 3 personal days, 2 sick days, and a tuition discount on KVPAC classes for self and all dependants.

Position Summary:
The Administrative Assistant (AA) position is responsible to the Facilities Manager (FM) for the direction, coordination and overall management of KVPAC's Front Desk activities. The AA is responsible for ensuring all interactions at the Front Desk, with both staff and general public, are held to the highest level of excellence for all of KVPAC. The AA position involves managing consumers, visitors, telephone messages and calls in a professional and efficient manner. In addition, the AA performs various clerical duties, which support in the presentation and operation of a professional organization. As part of an organization, the AA is responsible to assist customers in a smooth and efficient manner, to adhere to all protocols in line with the organization's goals, strategy, and values. The Front Desk is vital to KVPAC as it presents the first and foremost impression of the organization to customers and clients.
The AA is responsible for the implementation and ongoing maintenance of all policies and procedures as they relate to this position's responsibilities. The AA will design and implement inter-departmental communications programs in order to ensure ongoing, positive up and down communications for all staff members - employees and contractors. The AA will identify, plan and implement the objectives set by the FM, to ensure effectiveness.

Essential Elements:
· Ability to remain focused in a fast paced, stressful and noisy environment.
· Excellent critical thinking, organizational and customer service skills. High attention to detail.
· Extremely professional phone manner. Well-spoken with a positive professional demeanor.
· Ability to keep confidential information confidential.
· Work as a team player with a positive attitude in a complex multi-facetted non-profit visual and performing arts organization.
· Outgoing and comfortable talking to people with whom you are not familiar.
· Ability to communicate and work with children and provide necessary instruction.
· Ability to make quick decisions and respond appropriately.
· Ability to effectively communicate all KVPAC programs to interested patrons.

Essential Job Functions:
· Receiving customers, clients and visitors in a polite and pleasant way with a good smile and assist them.
· Answering phone calls and redirecting them to the appropriate staff/volunteer effectively.
· Receiving postal, courier packages addressed to the employees of the organization and directing them to the addressed person correctly.
· Coordinating the communication between employees of different departments.
· Mailing letters and other documents, messages to the necessary people.
· Overseeing and maintaining Facility Schedule through company calendar software, and advising EOD and Executive Artistic Director (EAD) of conflicts.
· Processing cash/check/credit card payments made at the Front Desk for tuition, tickets and any additional items determined by EOD.
· Processing new registrations in JackRabbit Software and assisting all patrons with registration inquiries and needs.
· Entering/updating Registration software with addresses, credit card info, and registration needs.
· Conduct overdue accounts collections as assigned by EOD.
· With EOD, enter, update and manage Ticketing and Box Office processes.
· Recording complaints, problems, queries and providing suitable answers and assistance for the same.
· Maintaining the records of entry and exit details.
· Ensuring Front Desk is covered when stepping away for lunch or extended periods of time.
· Managing the clients who visit and arranging the comforts for them.
· Coordinating the appointments and consultation time of the clients with the management and other employees of the organization.
· Providing excellent customer service with good satisfaction.
· Answering telephone, direct, screen calls, taking and relaying messages.
· Providing information to callers, greeting persons entering organization and directing individuals to correct destination.
· Ensuring knowledge of personnel whereabouts and maintaining exact and complete sign-out/sign-in procedures for consumers and on-site staff.
· Dealing with queries or requests from the customers and public.
· Providing general clerical and administrative support to all department Directors.
· With Operations Manager's over site, maintain facility scheduling with calendar application.
· Preparing letters and documents, receiving and sorting out e-mail and deliveries.
· Responsible for administrative building morning access and evening lock up.
· Ensuring that common areas in office premises are equipped with required office supplies as appropriate.
· Monitoring the use of equipment and supplies within the office.
· Coordinating the maintenance and repair of office equipment as directed by EOD.
· Coordinating with various employees for activities related to operational support of the unit.
· Scheduling and coordinating interviews, meetings, events, appointments, and other similar tasks for supervisors as requested.
· Coordinating and maintaining records for company office keys.
· Organizing and maintaining electronic and paper files and managing projects.
· Providing orientation and training for new staff, conducting research on internet, operating, and troubleshooting new office technologies as they apply to Front Desk operations.

Experience and Qualifications:

· Education: Minimum of a high school diploma or equivalent. Preferred Bachelor degree or equivalent in a relevant area of study.
· Strong personal communication, telephone and computer skills. Preferred experience with MS Office Suite and Jackrabbit scheduling software.

Please email your resume and a letter of interest to: David Vollmer, Executive Operations Director, at dvollmer@kvpac.org.

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