Administrative Coordinator

The Administrative Coordinator provides administrative and event support for the BabsonARTS office and related spaces. The Administrative Coordinator also serves as the Audience Services manager, including box office and ticketing management, training of student staff, and being onsite for BabsonARTS programs and events in the Sorenson Center for the Arts.
Student Life Impact Statement: Helping students make meaning of their Babson experience. We do this by:
• Developing the whole person and reflecting a process of “discovery”
• Building resiliency and ability to overcome difficulty or shortcoming
• Emphasizing diversity, inclusion, belonging and global perspective
• Fostering good judgement and decision-making
• Designing a fun and transformative experience
Our team values respect, collaboration, transparency, and hard-work. We recognize that we rely on trusting relationships to solve complex problems and achieve the greatest outcomes. We prioritize not only the growth and development of our student community, but also of our team members. We strive to create an inclusive environment where individuals can be their complete and authentic selves. We support each other in defining and accomplishing personal work/life balance. We infuse fun into our work whenever and wherever possible.

WHAT YOU WILL DO

• Serves as the first point of contact for the office, greets visitors, and manages general inquiries for BabsonARTS.
• Responsible for monitoring and assisting with budget preparation, tracking, and financial affairs including expense tracking/reconciliation, check requests, accounts payable, requisitions, and financial record keeping.
• Responsible for Audience Services operations and serves as the primary Audience Services manager for events scheduled in the Sorenson Center for the Arts.  Working in coordination with the Assistant Director and Director, develops and maintains policies and systems for an optimal audience experience while enforcing Sorenson Center and college policies and protocols.  Specific Audience Services responsibilities include but are not limited to creation of ticketing series; tracking and monitoring ticket sales/registration; managing box office communication to patrons; overseeing general upkeep and maintenance of lobbies; and, generating specialized reports and statistical data as needed.
• Assists with hiring, training, and supervising Audience Services staff and scheduling staff to appropriately cover events.
• Drafts, submits, and monitors progress of contracts/agreements with all guest speakers/organizations and external rental clients for legal accuracy and compliance with liability insurance requirements including liability release forms and waivers, facilities requests, catering, and relevant deadlines.
• Facilitates use of the venues managed by BabsonARTS for internal and external clients; assists Director and Assistant Director in processing requests for use of venues including data entry into scheduling system and communication with client as required. 
• Maintains relevant files, oversees maintenance of established filing systems and creation of new systems as needed.  Keeps current with campus policies and systems and shares updates with staff as needed. 
• Answers incoming inquiries via phone and email; prepares correspondence and reports; maintains office supplies and equipment; serves as primary liaison with ITSD, Canon Copy Center, Facilities, Mail Services, OneCard Office and Public Safety; and, provides general administrative office support.
• Assists with access for all card swipe areas; manages user agreements; and acts as the liaison with OneCard office and IT for Babson, Olin, and Wellesley students needing OneCards for BabsonARTS managed areas.
• Responsible for submitting and overseeing work orders and facility needs for department.
• Responsible for arranging catering and facilities for events as needed. 
• Responsible for arranging travel, accommodations, and transportation for visiting artists as needed. 
• Responsible for planning and arranging logistics for meetings as needed.
• Assumes additional responsibilities as required.

YOUR TEAM WILL INCLUDE

Audience Services Associates (temp help) and Student Workers

WHAT EDUCATION AND SKILLS YOU WILL NEED

High School diploma

Must have at least 2-3 years of office/event management experience (performing arts and/or previous audience services experience preferred).

Must have excellent organizational and communication skills with strong problem-solving and customer service skills.

Must be detail-oriented, self-motivated, and resourceful with the ability to set priorities and work autonomously.

Must have a thorough knowledge of MS Office (Word, Excel, Power Point, Outlook, etc.)

Ability to multi-task in a very fast-paced environment.

Must have effective time management skills.

Ability to be flexible and willing to assume new tasks.

Demonstrated effectiveness in working with a diverse student body, faculty, staff, and other constituencies.

Must have exceptional collaboration skills and the ability to be effective engaging with all levels within the college.

Ability to establish and support collaborative relationships with faculty, administration, staff, families, and alumni. Strong collaborative relationships with campus partners.

Ability to envision and propose new methods to perform tasks that support ET&A; take thoughtful risks; and accept new and ongoing initiatives, objectives, and solutions to gain sought-after results.

Ability to anticipate and embrace change; demonstrate willingness to achieve, acquire, and utilize new skills and challenging tasks; and is flexible in changing conditions.

HOW AND WHERE YOU WILL WORK

All Babson College faculty and staff authorized to work on campus must be fully vaccinated against COVID-19, including any appropriate boosters . Proof of vaccination upon hire is required or within 21 days of becoming eligible for a booster. Contact Human Resources for medical accommodation or religious exemption requests.

Some evening and weekends required.

Must be able to lift 50 lbs.