The Office Coordinator is a part-time, non-exempt position that works closely with the Kavinoky Leadership staff including the Director of Development & Audience Services (DDAS), Executive Artistic Director (EAD), and reporting to the Managing Director (MD). The Office Coordinator is responsible for supporting the daily operations of Box Office and Administrative Office, assuring an exceptional customer service experience for patrons, donors, visitors, staff, and students.

Note: This is a grant-funded, part-time position for a 52-week employment period

Responsibilities:

Administrative (10%)

• Provide excellent customer service experience for all patrons, students, and visitors of the Kavinoky Theatre including managing the main phone line, answering questions, and returning calls in a timely and courteous manner; greeting visitors to the office; and virtual/digital communication.
• Manage incoming and outgoing correspondence including emails, mail, and packages.
• Maintain physical and digital files in an orderly and accessible fashion including:
  •           patron databases
  •           mailing lists
  •           donors and sponsors
  •           photo, video, and media archives
• Provide clerical and administrative support to management including, but not limited to, assisting with the scheduling of auditions; processing and tracking donation requests; monitoring inventory of office and rehearsal supplies; and distributing agendas and minutes for relevant meetings.
• Update website regularly to assure accurate and up-to-date content.

Box Office & Customer Service (60%)

• Schedule Audience Service Associates to assure proper coverage of the box office during operating hours including performance and show times.
• Process ticket sales, exchanges, and reservations via the theater’s ticketing software, both in person and remotely. Ensure accuracy of seating assignments, pricing structures, and discounts.
• Responsible for the planning, execution, and maintenance of all ticketed events, including, but not limited to: the computer programming of events, seat maps, prices, dates and seating holds; and the processing, printing, and distribution of all tickets.
• Address patron concerns or ticketing issues quickly and professionally to ensure a positive audience experience. Troubleshoot ticketing system issues and provide basic technical support for patrons and staff.
• Provide support for subscription renewals, membership programs, and group sales initiatives to enhance patron retention.

Communications (30%)

• Prepare and distribute email and social campaigns per content calendar.
• Point of contact for front of house volunteers, including ushers, providing timely information regarding events and needs. Oversee the archiving of all press, video, photos, and media.
• Distribute acknowledgement letters for all donations and memberships.
• Support administrative with distributing communications related to theater press, media, and events.

Qualifications:

Education:

• High School/GED Required (required)

Experience:

• Three-plus years of experience in customer service, preferably an active box office environment.
• Experience with ticketing systems (or ability to quickly learn new software), preferred.

Skills & Abilities:

• Proficiency with Microsoft Office Suite and Google Office Suite.
• Communication. Share information in a tactful, timely, and specific manner. Highly skilled in verbal and non-verbal communication as well as written.
• Organizational Skills. Maintain accurate, thorough, and specific records. Excellent organizational and analytical skills. Ability to use appropriate tools to execute tasks including.
• Compassion. Deals courteously and effectively with patrons and staff. Flexible and dependable.
• Initiative. Capable of problem solving through appropriate channels.
• Reliability. Dependable presence in the office and with consistent high-quality customer service.

Physical & Enviornmental:

• In Person. Work is performed on site at the D’Youville Kavinoky Theatre, 320 Porter Avenue, Buffalo, NY 14201.
• Requires nights and weekend availability.
• Must be able to occasionally bend, twist, or scoop. Ability to stand or sit for long periods of time while using a computer

Work Remotely - No

Work Location: Buffalo, NY

Job Type: Part-Time, 20 hours per week, Grant Funded for a 52-week period

Pay:  $20.00 Hourly

Additional Salary Information

The salary range reflects our good faith and reasonable estimate of the possible compensation at the time of posting, the role and associated responsibilities, and the experience, education, and training of the selected candidate.

About D'Youville University: 

Shaping the Future of Education at D'Youville University

D’Youville University, a nationally ranked private university in Buffalo, New York, is transforming lives through a unique blend of academics and holistic development. Committed to promoting a health mind, body, and spirit, D’Youville empowers individuals to realize their potential, thrive in their careers, and make meaningful contributions to society.

 A Dynamic and Purpose-Driven Community

Located on Buffalo’s vibrant West Side, just blocks from a bustling downtown, D’Youville University is deeply embedded in an energetic, diverse urban landscape. Under the visionary leadership of President Lorrie Clemo, the university is undergoing an exciting evolution, with innovative initiatives designed to meet societal needs, elevate student experiences, expand career readiness, and solidify our role as a leader in 21st-century education.

A Place for Growth and Innovation

D’Youville University offers education across health sciences and business, with a range of degree levels, advanced certificates, accelerated paths, and community-engaged learning experiences. Our dedication to preparing students for successful careers is showcased in our national ranking for social mobility making us the top private university in the City of Buffalo.  

Why Work with Us?

As a D’Youville University Saint, you’ll be joining a collaborative, innovation-driven community committed to academic excellence, social responsibility, and transformative growth. When you join our team, you’ll have the opportunity to contribute to a university making a real difference—for our students, our community, and our world. Explore the possibilities at dyu.edu.

All job offers are contingent upon legal authorization to work in New York State as determined by the NYS Department of Labor.