POSITION SUMMARY
Portland Youth Philharmonic (PYP), America’s longest operating youth orchestra, seeks an organized, energetic, and talented professional to join our team as Office Administrator & Box Office Manager. This position is a fantastic opportunity for someone to gain a variety of experiences working in a nonprofit arts organization. The Office Administrator & Box Office Manager is a critical member of the PYP team, as they support all facets of the organization and is frequently the first person from PYP that the public interacts with.
The Office Administrator & Box Office Manager maintains a functional physical and digital office environment, manages the box office and all tasks ticket-related, oversees the enrollment and tuition payment process, conducts administrative tasks, assists staff as needed, and communicates with parents and the public on matters relating to the organization.
PRIMARY TASKS AND AREAS OF RESPONSIBILITY
· Customer Service: meet customers’ needs while maintaining the distinguished reputation of the organization;
· Office Operations: process incoming and outgoing mail, order office supplies, maintain a functional office environment, monitor and resupply electronic equipment (copier, postage meter, etc.);
· Box Office Management: take ticket orders via phone, record and process payments, mail tickets, manage subscription renewals, prepare will call tickets and staff the will call table (including recruiting volunteers as needed), set up events in ticketing system, set up subscription packages in ticketing system, generate reports, and track sales and attendance; serve as the Box Office Manager at all ticketed PYP events, setting up the mobile box office at each venue and selling tickets; maintain Public Ticketing Site for online sales; collaborate with Marketing & Communications Director on outreach and audience cultivation; create discount codes and gift certificates for community partners;
· Event Support & Front of House Management: assist with concert preparation, provide administrative support at concerts and events; secure volunteers to serve as ushers, box office assistants, or other FOH personnel; coordinate with venue personnel for all ticketing/FOH advances
· Enrollment Management: oversee student enrollment process; coordinate with Operations department to ensure smooth audition, acceptance, and enrollment experience for students and parents; create tuition invoices and payment plans and track tuition payments for PYP students and Peer Mentor program participants; collect financial aid applications and assist Finance Committee with financial aid review process; track financial aid and scholarship disbursement and enter into QuickBooks; maintain master mailing list for all students and parents;
· Database Management: be the resident expert on PYP’s database system, PatronManager (built on Salesforce); manage the student enrollment process and its integration in the database; enter and update contact information; run reports, generate email lists; enter donations into the database and accounting software; assist various departments with setting up reports and dashboards;
· Volunteer Coordination: secure and serve as main point of contact for volunteers for all concerts and organizational events and various tasks as needed and cultivate relationships with volunteers; coordinate and facilitate volunteer appreciation events and/or gifts; oversee Parent & Volunteer Committee, including monthly Zoom meetings and webinars; monitor compliance with PYP Volunteer Policy to ensure student safety;
· Bookkeeping: support the Finance Manager with accounts payable and receivable; reconcile information between PatronManager and QuickBooks Online;
· Design materials: create and print programs for the Cadenza Series, Camerata Series, and Chamber Music concerts; create and distribute monthly email Notes Newsletter for PYP families;
· Communication: email, phone, and mail communication with staff, parents, board members, volunteers, alumni, music teachers, friends of the organization, and members of the general public, assist the Marketing & Communications Director with updating the website;
· Merchandise: occasionallysell merchandise in the office and at concerts, track merchandise inventory;
· Facilities: Liaise with the Facilities Director on matters related to the facility as it overlaps with office needs; handle regular bill payments related to facility including water, trash, and electricity; and
· Other duties as assigned by the Executive Director.
QUALIFICATIONS:
· Very organized with the ability to juggle multiple projects and deadlines; good time management skills are essential; project management experience preferred.
· Experience in customer service and/or sales; ability to engage with parents, volunteers, donors, and patrons from a variety of backgrounds in a variety of settings.
· The ability to maintain an upbeat, positive attitude when facing problems; creativity in finding solutions.
· Collaborative nature and excellent interpersonal skills; ability to work with a variety of personalities to accomplish projects as a team, while also being self-motivated and independent.
· Excellent writing and proof-reading skills.
· Proficiency with Microsoft Office 365, especially Word, Excel, Outlook, and Teams.
· Experience with design software, such as Adobe InDesign and Photoshop, is beneficial.
· Willingness to learn other computer applications proficiently.
· Experience with ticketing software and box office procedures is beneficial.
· Experience with Salesforce (or PatronManager) is beneficial.
· Basic money handling knowledge; experience with bookkeeping and QuickBooks Online is a plus.
· General knowledge of and/or enthusiasm for orchestral music, youth music education, and the performing arts.
· Availability on select weekends and evenings during concerts and special events; office hours are 9:00 AM-5:00 PM, Monday through Friday. Our annual Concert-at-Christmas on December 26 from 2:00-10:30 PM is a requirement for this position.
· Valid driver license.
JOB CONDITIONS
The Office Administrator & Box Office Manager works in the office while sitting at a desk. This position attends most PYP concerts and special events (evenings and weekends), and occasionally attends local networking or civic events in the community as a representative of PYP. Must be able to lift approximately 25 pounds, and transport items such as boxes, tables, or chairs over a short distance. PYP’s office is business casual. Our building is mostly ADA accessible (renovations in progress). We are located in the historic Irvington neighborhood close to several bus lines. Free parking is available on site.
COMPENSATION & BENEFITS
· Hourly rate: $26
· 401k: PYP annually contributes to this staff member’s 401k account, currently at 3% of their annual salary. Employee may make additional contributions as payroll deductions.
· Access to professional development opportunities available and encouraged.
ABOUT PORTLAND YOUTH PHILHARMONIC
PYP, founded in 1924, consists of four large ensembles: String Ensemble (PYSE), Wind Ensemble (PYWE), Conservatory Orchestra (PYCO) for intermediate players, and the Portland Youth Philharmonic, or the Philharmonic Orchestra (PYP), for the most advanced students. Camerata PYP is a chamber orchestra comprised of PYP musicians concurrently enrolled in one of the other large ensembles. PYP also incorporates music theory instruction into rehearsals, has a chamber music program, free bass classes and wind/brass workshops open to the public, a coaching program for low-income middle school band programs, a Peer Mentor program offering low-cost private lessons, and master classes. The Philharmonic Orchestra annually performs a series of four concerts at the Arlene Schnitzer Concert Hall; all ensembles perform concerts throughout the season at venues in Portland and Vancouver. As it opens for events in early 2027, many of these concerts will take place at PYP’s new performing arts center in the historic Irvington neighborhood. Learn more about PYP at portlandyouthphil.org.
APPLICATION GUIDELINES/CONTACT
Please email a cover letter and resume (both PDF format) to [email protected] with “Application – PYP Office Administrator” in the subject line. As there is a lot of writing and public communication in this position, a cover letter is required and will be considered a writing sample. Applications without cover letters will not be considered. No phone calls please. Applications will be accepted until the position is filled.
PYP is committed to recruiting and retaining diverse staff, faculty, and musicians. We seek candidates whose work furthers diversity and who bring to PYP varied experiences, perspectives and backgrounds.
Portland Youth Philharmonic is an equal opportunity employer and does not discriminate in its hiring and employment practices against any applicant because of gender, color, creed, age, national origin, religion, political affiliation, marital status, mental or physical disability, sexual orientation, or any other basis protected by local, state, or federal law.
PYP is committed to being a welcoming and safe community for young musicians and their families of all cultures, races, religions, genders, sexual orientations, and circumstances.
Job Type: Full-time
Pay: $26.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee discount
- Health insurance
- Paid time off
- Vision insurance
Work Location: In person
