DEPARTMENT: Operations
REPORTS TO: Director of Operations
LOCATION: On-site in La Jolla, California on the beautiful campus of the University of California, San Diego
CLASSIFICATION: This is a full-time, non-exempt (hourly) position, eligible for a full array of benefits including health and life insurance, 403(b) retirement plan, paid time off (vacation, sick, holiday), and complimentary tickets to Playhouse performances
SCHEDULE: Monday-Friday, 9:00am-5:30pm
COMPENSATION: $18.50 – $20.50 per hour (DOE)
HOW TO APPLY: Submit a cover letter and resume to [email protected]. Please include in the subject line – “Office Administrator”
ABOUT LA JOLLA PLAYHOUSE
La Jolla Playhouse is a place where artists and audiences come together to create what’s new and next in the American theatre, from Tony Award-winning productions, to imaginative programs for young audiences, to interactive experiences outside our theatre walls. Founded in 1947 by Gregory Peck, Dorothy McGuire and Mel Ferrer, the Playhouse is currently led by Tony Award winner Christopher Ashley, the Rich Family Artistic Director of La Jolla Playhouse, and Managing Director Debby Buchholz. The Playhouse is internationally renowned for the development of new plays and musicals, including mounting 120 world premieres, commissioning more than 70 new works, and sending 36 productions to Broadway, garnering a total of 38 Tony Awards, as well as the 1993 Tony Award for Outstanding Regional Theatre.
La Jolla Playhouse is committed to diversity in all areas of our work, on and off stage. We lead with our values and encourage individuals with unique perspectives to apply. La Jolla Playhouse is proud to be an Equal Opportunity Employer (EOE).
ABOUT THE POSITION
The Office Administrator serves as the first point of contact for visitors to La Jolla Playhouse, including answering the main phone line and checking general e-mails. Responsible for front desk, mail and shipping, office administration, parking and administrative support to departments.
ESSENTIAL JOB DUTIES
- Front Desk:
- Answer incoming calls.
- Review voicemail and forward to appropriate staff.
- Review, forward and respond to general e-mail inquiries.
- Greet visitors and address their questions and needs.
- Coordinate and provide work direction to volunteers covering the front desk.
- Keep reception, mailboxes/packages, copy room, and Staff Green Room areas clean and organized.
- Assist Front of House and Patron Services with Lost & Found.
- Mail and Shipping:
- Coordinate mail pick up and drop off at the Post Office.
- Coordinate with UC San Diego campus mail and deliveries.
- Distribute mail, faxes and shipments to appropriate person(s).
- Mail outgoing checks from Accounts Payable (A/P).
- Keep up-to-date with mailing and shipping guidelines.
- Assist staff with outgoing shipments.
- Order mail and shipping supplies.
- Office Administration:
- Coordinate office supply orders. Ensure sufficient on-hand supplies such as office forms, labels, envelopes and paper for copiers and printers.
- Maintain service for all copiers, fax machines and printers.
- Assist with staff onboarding including training on office equipment.
- Update staff phone extension directory, mailbox name label and cubicle or door name signs.
- Order name tags for staff and volunteers.
- Assist with offsite storage.
- Monitor and maintain water cooler upkeep.
- Parking:
- Manage and coordinate reserved parking for staff and guests.
- Facilitate ParkMobile parking code orders with UC San Diego and assist with service yard passes.
- Cross-departmental Administrative Support:
- Assist Finance with stuffing and mailing AP checks.
- Support Operations, IT and Finance with onboarding staff.
- Facilitate staff access to offsite storage.
REQUIREMENTS & PROFICIENCIES
- At least 1 year of administrative or receptionist experience.
- Strong customer service skills, including friendly phone manner and helpful, professional demeanor.
- Ability to drive and willingness to occasionally run errands, as needed. In order to drive a company vehicle, applicants must have a valid driver’s license and clean driving record.
- Strong computer skills, including Word/Excel and Outlook.
- Must be extremely organized, with great attention to detail.
- A positive attitude and spirit of teamwork.
- Flexible and willing to assist with coverage in other departments during fluctuations in volume, vacation coverage or leave of absence coverage and as required by business need and management team.
- Ability to work with highly confidential information in a professional and ethical manner.
- Takes initiative in solving problems and improving processes.
- Alignment with the mission and values of La Jolla Playhouse, including a commitment to uphold and support the Playhouse’s Anti-Racism Action Plan.
- A passion for the arts – and more specifically, theatre!
PHYSICAL REQUIREMENTS
- Regular and predictable on-site attendance.
- Occasionally lifts/moves items weighing up to 50 lbs with team assistance.
- Occasionally moves about throughout Playhouse buildings and event spaces, both indoor and outdoor.