THE POSITION
The Audience Services Coordinator is often the first point of contact for our community interacting with both the Society and the College. The role ensures a positive relationship is formed and actively seeks to strengthen those relations.
Oversight of front of house operations, box office, rentals clients, and managing volunteers are the core elements of the role. They operate as the Front of House supervisor for all CHAS/CCPA productions and events.
The position has varied responsibilities that require collaborative working across most areas of the program and operation of the charitable society.
ACCOUNTABILITY & REPORTING STRUCTURE
The Audience Services Coordinator reports directly to the Managing Director.
They will take on responsibility for external contractors as required, liaising with partner venues on ticketing and front of house coordination. They will work closely with the Technical Director to support successful rentals of the facilities.
They mentor and support student and community volunteers.
They will be accountable to different colleagues and guest artists for various projects in our collaborative working culture, depending on identified project leadership.
OVERVIEW OF PRIMARY DUTIES AND RESPONSIBILITIES
Box Office & Front of House
- Be the first point of contact for most enquiries, ensuring that information is clear and communicated well
- Collaborate with the Managing Director to plan and implement box office policies and systems, including ticket prices, fees, and subscriptions; lead the management and operations of box office services for all events and activities including subscriptions and individual ticket sales through box office software, email, and phone
- Lead the management and operations of all front of house duties, including mentoring volunteer and student ushers for all CHAS/CCPA productions and events
- Support on-going work placement opportunities from other organisations to share experience and knowledge
- Assist the Managing Director in liaising with external industry organizations, including licensing bodies and other venues
- Manage all concessions, including stock levels and cash handling
- Health & Safety responsibilities for all audience attended events and performances
- Act as first point of contact for all phone and in-person donations, supporting fundraising activities and associated processes; collaborate with the Managing Director to steward and communicate with donors and other stakeholders, ensuring that appropriate benefits are applied
Community Relations, Communications & Events
- Collaborate with the Managing Director to support community engagement activities including Relaxed Performances, Community Performances, Student Discounts, and any other relevant programs
- Collaborate with the Communications Coordinator to ensure signage, marketing, and website details are up to date with proper information as related to audiences
- Manage and coordinate the volunteer program; supporting training, retention, and supervision of community and student volunteers
- Lead the operational planning of front-facing events, such as College welcome dinners, opening night receptions, graduation, and other in-house events
- Contribute to reporting to stakeholders as required, including the Board and supporters
- Support on sourcing and ordering merchandise for students and public sales
- Administrate all rental enquiries for the facilities, providing excellent customer service and coordination; working closely with the Technical Director to coordinate any practical needs for clients to maximise income generation while limiting impact on other activities
Culture & Values
We ask all staff and faculty to contribute positively to the College culture by:
- Participating in our actions to improve equity, diversity, inclusion, and accessibility
- Upholding and celebrating the vision, mission, and values of CHAS and CCPA
- Demonstrating and encouraging excellent communication with colleagues
- Engaging positively with team development initiatives, wellbeing and social activities
- Attending and championing events, activities, and productions
- Welcoming new colleagues, volunteers, and trustees
Other
- Contribute to the smooth running of the organization by participating in meetings, communicating well with colleagues and maintaining systems.
- Adhere to all policies and procedures, contributing to updating these as the need arises to maintain a safe and healthy environment for all that champions inclusion.
- Carry out other duties as reasonably required
QUALIFICATIONS
- Post-secondary degree or an equivalent combination of education and experience in a related field such as business, theatre, or administration
- 1-2 years of relevant experience, either through studies or work experience
COMPETENCIES AND CHARACTERISTICS
The Audience Services Coordinator will demonstrate these competencies or skills and personal characteristics:
- Interest or experience in or of education, the performing arts, and/or theatre
- Excellent customer service skills; inclusive and welcoming attitude
- Experience of working in and knowledge of front of house and box office practices for live performance
- Event management experience, including experience in providing catering services
- Excellent communication skills; being able to articulate complex or creative ideas clearly to internal or external audiences through verbal, written or visual means.
- Strong writing, editing, and proofreading skills
- Strong interpersonal skills; working collaboratively with colleagues and project teams, having the ability and willingness to create partnerships and provide mentoring
- Self-starter, having the ability to work independently
- Strong work ethic, demonstrated through good attention to detail, pride in a job well done, and collective responsibility
- Organizational skills such as planning, prioritizing workload, setting and meeting deadlines, monitoring progress and quality, and time management
- Inclusive attitude and awareness to social and cultural differences
- Demonstrably comfortable with Microsoft Office365 and Google Suites; IT competent and administratively self-sufficient
- Demonstrable project management experience, able to lead a project from concept to completion collaboratively
WORKING CONDITIONS
Employees work from the Canadian College of Performing Arts located at 1701 Elgin Road, Victoria, BC, V8R 5L7.
Candidates should be prepared to work in a fast-paced education and performance facility bursting with energy, music, dance, and theatrical expression.
- This is a full-time role with 37.5 hours/week. This position will include an averaging agreement, to spread hours over a maximum four-week period. The schedule will be agreed to in advance.
- This role requires flexible working hours at select evening and weekend events. Overtime is balanced as time off in lieu of additional payment and should be considered in scheduling and averaging.
- As a commitment to supporting work life balance, offering up to 8 personal days in addition to 10 sick days annually (statutory entitlement is 5 sick days annually).
- Paid vacation is offered based on length of service, starting with 10 days (2 weeks, accruing at 4%), rising after 3 years. Each summer, the offices close for 1 week where all staff are to use any banked time or outstanding holiday to take a break.
- Comprehensive Medical Benefits package including dental, EQ Virtual Health Care, and an employee assistance program with Pacific Blue Cross (premium shared 50% employee/employer, available after 3 months employment).
- Complimentary theatre tickets to CCPA productions available.
- Salary is offered at $24 per hour, being FTE $46,800 pa. Additionally, a phone allowance of $40 per month is offered to offset costs. Salary is paid twice monthly, on 15th and last day of each calendar month.
HOW TO APPLY
Applicants should provide a one-page letter of interest, a current resume, and two references with contact information. Complete applications must be submitted by 10:00am on July 6 to hiring@ccpacanada.com, attention: Sam Workman, Administrative Manager. Interviews will likely take place the week of July 13. Only those candidates selected for an interview will be contacted.
CHAS is committed to maintaining a people-first approach to the arts. As such, we do not use any AI screening tools in our hiring process, and all applications are reviewed by a member of staff.
