Administrative Assistant/Box Office Associate

ABOUT MUDLARK THEATER 
Mudlark Theater is a not-for-profit organization where children are taken seriously as artists and learn theater by making it. Our residencies, classes, and camps teach life skills as well as theater arts. Our productions have real substance and tell innovative stories that surprise and delight all audiences. Actors and students learn empathy, listening skills, public speaking, critical thinking, and collaboration—strengths that enhance their academic and personal growth, and will also prepare them to make a difference in any field they choose to enter. At Mudlark, we strive to be a welcoming and safe space where the stories and identities of all youth are honored and celebrated. To find out more, please visit www.mudlarktheater.org.

POSITION SUMMARY 
The Administrative Assistant/Box Office Associate will hold various responsibilities supporting programs, finance and operations, human resources, productions and box office. This position requires attention to detail and the ability to balance multiple projects and priorities. Experience in theater and/or youth arts education is a plus, but not required. Hours may vary weekly, depending on programming schedules. 20 hours/week is the estimated average for the position, but individual weekly totals may vary between 10-30 hours. Some weekend and evening availability for box office shifts is required.

General Office Tasks 

• Sort incoming mail.
• Order office supplies and monitor office inventories.
• Maintain organization of office, costume and props rooms. General facilities support.
• Answer the office phone.
• Create and maintain filing system.
• Aid in office account and calendar management.
• Foster relationships and communication within our office building- church office and other renter organizations.
• Assist with specialized administrative projects, including data management, event support, etc.

Education Support

• Act as a first point of contact for parents of program participants, in-person, phone calls, voicemail, and email. Monitor education and office email inboxes for questions about registrations/invoices.
• Respond to parent emails about general questions, program registrations, and invoices.
• Assist in creating registration forms and become familiar with class/camp listings and prices.
• Help track class/camp capacity and wait lists.
• Add or remove students when needed and update forms/lists.
• Communicate with parents about changes to or cancellations of programs.
• Alert Finance & Operations Director when adjustments/refunds/invoices are needed.

Financial support

• Process payments, registrations, program transfers, and ticket sales in our registration and ticketing platforms, and CRM Neon.
• Create and manage parent invoicing and tax receipts.
• Respond to/contact parent’s questions about invoices, program registrations.
• Assist with bookkeeping, including importing data from registration and box office systems, and reconciling to various reporting methods.

Box Office and Production Support

• Act as first point of contact for parents, patrons and donors, in-person, phone, or email.
• Respond to parent emails about general questions, program registrations and invoices.
• Update rehearsal schedules on the website.
• Serve as House Manager for season shows and class/camp performances.
• Manage Box Office comp and donation requests.
• Coordinate and manage Box Office volunteers.
• Create and manage show listings and ticket inventory.
• Assist with and manage inventory and sales of merchandise and concessions.

MINIMUM QUALIFICATIONS

• A minimum of 1 year of administrative experience.
• Flexible team player and willing to take initiative.
• Excellent interpersonal skills with a strong emphasis on communication.
• Preferred experience with box office management.
• Preferred experience with QuickBooks and NEON CRM (fundraising database).
• Strong attention to detail and organizational skills.
• Excellent written communication skills.
• Understanding of anti-racism and anti-oppression principles and practices, and the ability to interact effectively with people of different cultures and socio-economic backgrounds.

Mudlark Theater is an Equal Opportunity Employer and committed to bringing diverse perspectives to our administrative and artistic teams.