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JOB DESCRIPTION AND POSITION REQUIREMENTS

Pullo Family Center for Performing Arts

Operations Coordinator – Part-time

The Pullo Family Center for Performing Arts on the campus of Penn State York seeks a highly organized and detail-oriented individual to join our leadership team as part-time Operations Coordinator. Reporting to the Pullo Center Director, this position plays a key role in elevating and actualizing the center’s operational strategies by enabling the Pullo to reach new audiences, providing a welcoming and positive experience, and delivering on key objectives in partnership with the leadership team.

This team member will be an excellent communicator, strategic thinker, versatile project manager and enthusiastic member of the campus community.

Job Duties

The Operations Coordinator will have three primary areas of responsibility… Organizational Operations, Rental Events and Patron & Guest Services.

• Organizational Operations

  • Work with Pullo Director to ensure smooth planning and production of all events and performances by assisting with strategic oversight, daily management and long-term development of all Front of House operations.
  • Offer support to Director with administrative tasks such as coordinating calendars, meetings and logistics, as well as staff schedules.
  • Lead the development of policies, manuals, workflows, and standardized operating procedures that improve efficiency, clarity and the guest experience.
  • Proactively identify and address guest services issues, accessibility needs, safety concerns or conflicts with professionalism and discretion
  • Become proficient in the Ticketmaster system and serve as a support resource for Box Office staff.
  • Evaluate ticket sales analytics, research sales trends and report to leadership team to help inform marketing, promotion and booking decisions.
  • Communicate calmly and effectively under pressure, multitasking through shifting priorities, unexpected challenges and high-volume operations.

• Rental Events

  • Serve as the primary contact for community rental clients, as assigned, after contracts are finalized.
  • Under the supervision of the Pullo Center Director, work closely with the technical, box office, facilities, security and other campus teams to oversee all aspects of event planning, setup, staffing, ticketing, and client needs.
  • Coordinate the event advance process by aligning all stakeholders in the event so everyone has the information needed to carry out their piece of the event.
  • Provide on-site coordination during rental events, including disseminating an accurate day-of-show schedule to the team, overseeing client load-in, communication, and real-time troubleshooting.
  • Oversee post-event clean up and load-out, ensuring the theater is left tidy and all guests/clients have left the building prior to departure, staff and crew hours have been entered on sign-in sheets and event follow-up/debrief is done with the leadership team.

• Patron & Guest Services

  • Partner with Pullo Director to ensure all patrons, artists, staff, volunteers and rental clients feel welcomed, supported and valued in the venue.
  • Uphold a high standard of hospitality rooted in respect and community-building.
  • Oversee volunteer ushers, setting the tone for an excellent patron experience, in conjunction with goals set forth by Director and leadership team.
  • Ensure performances are fully staffed with volunteer ushers by communicating volunteer needs with plenty of advance notice, creating a schedule, conducting pre-show usher meetings, and being the main point of contact for ushers throughout the event.
  • Maintain ticket-scanning equipment and radios.
  • Plan and coordinate hospitality needs for performances and crew meals.

Requirements and Qualifications

The Operations Coordinator will possess the following qualifications…

• Strong time management and prioritization skills and the ability to multitask in a deadline-oriented environment.
• Ability to work on a team and establish cooperative working relationships.
• High-level and thoughtful written and verbal communication skills.
• Professional demeanor with a strong sense of judgement, discretion and confidentiality.
• Project management skills as well as the ability to prioritize work and demonstrate initiative while working independently.
• A minimum of three years’ experience in event production, project management and/or customer service
• Associate’s degree or combination of education and experience will be highly considered.
• High level of comfort working with multiple departments and external clients in a fast-paced environment.
• Strategic thinker who can link day-to-day functions to meeting the organization’s long-range goals and objectives.
• Ability to work nights and weekends, sometimes long days, as required by the event schedule.

• A positive outlook, tempered with a sense of humor, and a commitment to positively representing the Pullo Center and Penn State.

This is a part-time, limited-term opening, funded through June 30, 2027. Regular in-person presence is an essential function of this role.

BACKGROUND CHECKS/CLEARANCES

Employment with the University will require successful completion of background check(s) in accordance with University policies.

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