Job Title: Office Manager
Department: Clayton Center for the Arts / Corporate Sales and Events
Reports To: General Manager, Clayton Center for the Arts
FLSA Status: Non-Exempt
Job Code: C-3
Maryville College encourages all employees to be vaccinated for COVID-19. Questions may be directed to the Employee COVID-19 Coordinator and Director of Human Resources, Keni Lanagan, email@example.com.
Summary: Clayton Center for the Arts and the associated Corporate Sales and Events division, located on the Maryville College campus, play a vital role in enhancing the quality of life in East Tennessee by providing arts programming of the highest caliber as well as scheduling and managing campus event facilities for college and community events, meetings, conferences, and summer camps.
The Office Manager provides specific business function support for three administrative leaders. The position reports to the CCA General Manager, and also works closely with the Director of Corporate Sales and Events and Director of Marketing and Development to accomplish specific functional tasks under their direction. Additionally, the Office Manager provides support for other division staff members as needed.
Essential Duties and Responsibilities:
*The following duties fall under the Office Manager role. These tasks are not necessarily performed daily. Some require ongoing attention, other vary weekly, monthly or for short periods annually. Percentages listed are typical of the portion of time spent supporting each area.
For the General Manager- (25%)
Track and process all contracts for Clayton Center Season events, maintaining both hard copy and electronic document records.
Create and update Google calendar templates prior to the beginning of the Centers annual booking period.
Enter/revise booking details for season shows utilizing EMS scheduling software.
Draft, revise and print various documents for GM approval and signature.
Administer financial transactions ensuring alignment to budget, accuracy, and timeliness throughout the workflow. Reconcile deposit transactions processed each month through the Colleges Business Office.
Compile event revenue and expense data in preparation for event financial settlements.
Work collaboratively with the Colleges Business and Advancement Offices to create and document business processes between the Clayton Center and the College while recognizing opportunities for better alignment or efficiencies.
Maintain the General Managers calendar and contact lists. Schedule appointments and meetings.
Record and produces meeting agenda, board packets and minutes for the CCA Advisory Board.
For the Director of Corporate Sales - (40%)
Process all contracts for Corporate Sales and Events, maintaining both hard copy and electronic document records. Set reminders for receipt of signed copies, deposit payments and certificates of insurance forms due from event clients.
Assist with compiling and transmitting final invoices to event clients and reconcile receivables each month through Business Office revenue reports.
Provide administrative support for the Advanced Placement Summer Institute. Handle registrations and inquiries, process payments due, update and maintain web information. Order supplies, resources, and course materials prior to participant arrival.
Provide administrative support for summer camps and conferences. Assist with housing lists and touchless check-in system. Create and maintain summer resource hub on Google Drive. Assist with job posting, interview and hiring processes for summer conference workers.
Assist with booking and scheduling requests, answer booking calls in the Directors absence, capture pertinent information, tentatively reserve space and/or message Director to follow up.
For the Director of Marketing and Development - (20%)
Schedule marketing events in the EMS scheduling software.
Provide administrative support for donor and sponsor development and management utilizing Raisers Edge data base.
Draft and send gift acknowledgments, thank you letters and renew reminders.
Coordinate payment processing and documentation through the Colleges Advancement and Business Offices.
Compile queries and lists for appeals, holiday and birthday cards and special donor, sponsor, and subscriber events.
Assist with set-up and hosting for Patrons Circle pre-show events.
Review and compile marketing and promotional materials. Assist in creating and distributing publications, brochures, and newsletters.
For Staff Team Members- (15%)
Submit and track purchase order requests through the campus business software for all anticipated expenses.
Process orders for supplies and materials purchased through Amazon and other business vendors.
Assist as needed in the Clayton Center Box Office.
Input and track work orders for facility repair and maintenance.
Coordinate the timely pick-up and distribution of division mail through the campus post office service.
Attitudes and Abilities Important to Success in the Position:
- Solid time management and organization skills.
- Ability to create a plan and follow it through.
- Desire to multi-task and work on a variety of projects through-out the day.
- Solid understanding of basic business operations, finance, purchasing and accounting procedures.
- Experience in arts programming or event management is beneficial.
- Willingness to learn new things.
- Desire to find creative, efficient, and sustainable ways to solve problems.
- Commitment to superior customer service.
- Ability to adapt and respond to change management
- Desire to build strong relationships with co-workers, clients, patrons, and donors.
- A solid understanding or willingness to learn and become proficient in various software programs is required in this position. Computer programs currently in use include Microsoft Office, Microsoft Teams, Zoom, Adobe Acrobat. Additional experience utilizing Blackbaud Raisers Edge, E.M.S scheduling software, Etix or other computerized ticketing software or Adobe Creative Suite is beneficial, however training on these systems will be provided.
- Knowledge of photography, video creation, social media interaction is also beneficial in this role.
Work Schedule: Although tasked to maintain typical business office hours, this role occasionally is required to work extended evening hours or portions of a weekend based on the event schedule of the facility. Such additional time is typically determined well in advance of the event and weekly scheduled
Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education and/or Experience: A High School diploma or general education degree (GED) is required; Associate Degree in business or general studies is preferred. A minimum of three years experience in an office setting is required.
Language Skills: Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.
Certificates, Licenses, Registrations:
A valid Tennessee Drivers license is required.
Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk and hear. The employee is frequently required to stand; and walk. The employee is occasionally required to reach with hands and arms; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision.
Work Environment: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee occasionally works in outside weather conditions.
The noise level in the work environment is usually moderate.
Required: All applicants must apply through the Maryville College Careers portal website on the page of the desired position.
Maryville College is an Equal Opportunity Employer. For additional information about working at Maryville College, please visit our Careers at MC webpage.