The Performing Arts/Communications Administrative Assistant plays a key role in supporting the dynamic operations of the Performing Arts Department. Under the direction of the Director of Performing Arts, this position provides comprehensive administrative assistance for a wide range of departmental activities-including performing arts productions, special programs, community engagement initiatives, and internal/external events. In addition, this role also oversees admissions and ticketing processes conducted through the visitor services desk, Museum Shop, and online platforms, ensuring a seamless and professional visitor experience.
The ideal candidate brings a high level of organization, professionalism, and a warm, service-oriented approach to all interactions. This role requires excellent communication skills, attention to detail, and the ability to cultivate positive relationships with staff, artists, and the public.
The position schedule is 35 hours per week, Monday through Friday, 9am to 5pm with occasional evening and weekend work for special events.
Our Culture: Munson is committed to community engagement and to diversity, equity, and inclusion. The Performing Arts Administrative Assistant will reflect the values and culture of the organization to colleagues and the public by being welcoming, inclusive, and respectful and will value collaboration across the organization.
Essential Job Functions:
Ticketing
- Responsible for smooth point-of-sales interactions
Train and assist other staff/volunteers who sell tickets or admissions - Coordinate with Development on training for selling memberships
- Provide on-site event sales and customer service or provide oversight and assistance to Reception Desk staff for events, receptions, concerts or other ticketed events as required. Requires regularly scheduled evening and weekend hours
Mail Service
- Calculate, affix, and track departmental costs of postage for external mail and packages, including some in-house bulk mailings
- Take daily mail and small packages to the post office after affixing postage
- Provide sorting and internal distribution of mail and packages delivered by USPS or other delivery carriers. Sort and place in copier room credenza. Notify recipients of packages.
- Targeted bulk mail-working with department heads and PJ Green (or other servicer), prepare mailing lists for, process, and expedite targeted bulk mail
- First of each month, accurately calculate daily postage tally sheets, enter data and provide Finance with ending month balances for bulk, BRM, and meter mail
- Arrange payments for postage account, machine rental and all other mailing supplies
- Will be required to operate and maintain supplies for postage meter and envelope sealing equipment
Database Management
- Input and update events for database (mNet) for all ticketing and admission including performances, films, exhibitions, ticketed openings, and various lectures, tours, and special events
Financial Operations
- Perform accounts receivable and payable functions for the Performing Arts and the Marketing and Communication divisions in accordance with Finance Office policies and procedures, including regular financial deposits and payment requests
- Prepare all Performing Arts sales reports and attendance and participation reports
- Complete and submit licensing paperwork for music royalties
- Complete and submit weekly film sales reports (Comscore SWIFT) for distributors and studios
- Complete and submit sales reports following each Met Live event for settlement
- Track Marketing expenses for accurate reporting of any grant-related expenditures
General Office Management
- Accurately record maintain Munson-wide annual and special exhibition attendance, sending monthly updates to relevant staff
- Ensure the film descriptions are up to date on the phone system and that the Marketing and Communications has all the most updated film descriptions
- Provide administrative assistance to Performing Arts and Marketing and Communication divisions, including ordering office supplies and forms, maintaining filing systems for contracts, marketing samples, and other required documentation
- Provide the Directors of Performing Arts and Marketing and Communications with real-time sales updates as required to adjust marketing efforts appropriately
- Assist in Performing Arts logistic coordination by arranging hotel accommodations, catering needs (with Event Manager), and transportation needs for visiting performers
- Attend bi-annual Performing Arts Advisory Committee meetings to record and transcribe meeting minutes
- Participate in Munson-wide committees as needed
- Perform other duties as assigned
Technology & Equipment Proficiency Selected candidate will possess basic personal computer skills that include the ability to send/receive e-mail messages, post information to a database or spreadsheet, and perform basic word processing, bookkeeping, and/or data entry. In addition, they must have basic knowledge/use of computer, printer, photocopier, phone system, fax machine, scanner and postage meter. This position requires experience with Microsoft Word, Excel, and PowerPoint and various software programs. Other: mNet, Authorize.net.
Working Conditions & Environment - Work is performed in an internal environment
- Seasonal events may require work in an outdoor setting.
- Evening and weekend work will be required
- Selected candidate must possess the ability to exert up to 10 lbs. of force occasionally, and up to 5 lbs. of force frequently. Weights over 50 lbs. should only be moved with assistance.
- Close mental and visual attention are required to perform work dealing primarily with preparing and analyzing data and figures, using computer terminals, and/or extensive reading.
Knowledge, Skills and Abilities - Required:
- Effective organizational and time management skills and ability to prioritize tasks, work independently, and follow through on all assignments with minimal direction.
- Critical thinking, consensus building, and problem-solving skills
- Ability to gather information, sort, draft, and provide analysis for budgetary and purchasing projects
- Excellent communication skills and polished and professional interpersonal skills to interact with Munson staff and faculty, members, students, donors, vendors, and the general public.
- Ability to read and understand budget reports and accurately prepare fiscal documents and forms
- Must have a valid NYS driver's license and vehicle to transport mail to the post office
- Desired:
- Ticketing and/or CRM software. Experience in the field of performing arts or cinema. Knowledge of general marketing/advertising practices.
- Bachelor's degree preferred, with a minimum 2-3 years related experience; retail sales/customer service experience and/or general bookkeeping experience.
The final candidate will be required to complete a post-offer, pre-employment background check.
Munson is an equal opportunity employer