A&L Assistant Ticket Office Manager

 

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Job Code: 004722

Job Open Date: 7/21/2023

Application Review Begins: 8/7/2023; open until filled

Department Code-Name: ALEC-Arts and Lectures Office

Percentage of Time: 100%

Collective Bargaining Unit (CBU): CX (Clerical)

Grade Type/Grade: PSS/STEPS

FLSA Exemption Status: Non-exempt

Hiring/Budgeted Hourly Range: $27.29/hr.

Full Salary Range: Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full hourly range for this position is $27.29 to $39.12/hr. The budgeted hourly range that the University reasonably expects to pay for this position is $27.29/hr.

Work Location: 110 Castilian Drive, Bldg. 402

Days/Hours: M-F; 8am - 5pm, evenings & weekends

Benefits Eligibility: Full Benefits

Type of Remote or Hybrid Work Arrangement: Hybrid (Both UC & Non-UC locations): Not Eligible

Special Instructions: For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement

UCSB Arts & Lectures is a large, robust, complex, primarily self-supporting, non-academic unit that supports the academic mission of the university. A&L is the largest presenting organization between Los Angeles and San Francisco, and is one of the most visible, public-facing departments at UCSB. Through more than 150 events annually, A&L partners with faculty and academic departments, community organizations and leaders, university administrators, philanthropists and funders to create opportunities that integrate with and complement university curricula and create community connections.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties

Under the supervision of the Manager of Ticket Office Operations, the Assistant Ticket Office Manager carries out the operational processes of the Arts & Lectures Ticket Office. Principal duties include processing ticket sales (including subscription sales) for over 100 performances, films, and lectures presented annually by Arts & Lectures with yearly sales exceeding $1,000,000 and supervising numerous part-time student employees. Is responsible for exact record-keeping, money deposits, and reporting consistent with university policies and standards. Follows Ticket Office policies and procedures set by the Manager of Ticket Office Operations and Arts & Lectures' Executive Director, and ensures standards are maintained within the Ticket Office. Leads by example and ensures that ticket office staff also provide courteous, accurate and prompt service to clients and customers, including students, faculty, staff, members of the community, VIPs, and donors. Is a key member of the administrative, marketing, and development teams.

CT Generic Scope Description - Regularly works on tasks that are varied and complex. Applies full range of specialized skills and job knowledge; frequently adapts procedures, techniques, tools, materials, and / or equipment to meet specialized needs; may serve as lead; performs broad and / or focused assignments under general supervision; originality and ingenuity are often required to help establish procedures in functional area; relies on experience and judgment to plan and accomplish assigned tasks.

CT Custom Scope Description - Covered under University series concept / job specification for classification 4722. Under general direction works on operational and/or procedural assignments that require the exercise of considerable discretion and independent judgment. Understands implications of work and makes recommendations for solutions. Determines methods and procedures on new assignments.

Required Qualifications

• Bachelor's Degree in related area and/or equivalent experience /training.
• 2-3 years of customer service experience.
• 1-2 years of experience/solid computer skills in google suite and a demonstrated ability to quickly learn various software programs.

Preferred Qualifications

• 1-3 years Customer Relationship Management (CRM) experience.

Special Conditions of Employment

• Satisfactory conviction history background check.
• UCSB is a Tobacco-Free environment.
• Willingness and available to work evenings and weekends.

Job Functions/Percentage of Time/Duties

Ticket Office Services & Supervision- 60%
Oversees ticket sales during business hours as well as conducting sales at events, ensuring accuracy of transactions, policy compliance, clear and correct communication of information and courteous service. Plans insightfully and organizes staff to respond to anticipated workload. Supervises and works with student staff at night and weekend events to provide patrons with excellent service. Engages in creative problem solving and analytical thinking. Prepares sales reports and accounts for funds; balances daily sales receipts, reconciling discrepancies and maintaining separation of duties in preparing deposits. Adds highly detailed event information into computerized arts management system, including event names, dates, ticket prices, complimentary ticket information, seat holds, tickets consigned to satellite venues, and details pertaining to elevated events (receptions, dinners, etc.). Ascertains that constituent records are accurate, complete, and routinely updated. Ensures that customer requests to be added to the Arts & Lectures mail list are fulfilled. As directed by the Manager of Ticket Office Operations, administers staffing of the ticket office by recruiting, interviewing, hiring, training, scheduling, assigning work to, and closely supervising a corps of part-time student assistants. Train staff to sell tickets, not merely take orders, and ensure that the ticket office is properly staffed during regular hours of operation and on critical weekends, as well as at performance venues prior to events. Monitors and approves student timecards and enters hours into Kronos. Because of its direct contact with constituents, the ticket office's public relations function is enormous and the Assistant Manager plays a vital role in serving the public and creating a favorable impression of Arts & Lectures. Stays informed about numerous programming details and makes sure that staff is able to provide accurate information to customers. Personally, attends to and makes sure through example and explicit training that other ticket office staff also skillfully address customer requests, inquiries, complaints and special needs. Manages the Ticket Office and all relevant functions in the absence of the Manager of Ticket Office Operations. Assists the Manager of Ticket Office Operations with all Tessitura cross-training in the Ticket Office. Is fully knowledgeable regarding the application of this system as it relates to the Ticket Office, Development, and Marketing.

Fiscal Processes- 20%
Maintains accurate records on sales of tickets, gift certificates, vouchers and parking permits. Records accurately all transactions that go through the departmental revenue account such as sales of advertising, business co-sponsorship payments, special deposits, and venue settlement payments. Prepares forms for interdepartmental transfers of ticket revenue. All procedures must comply with UC Audit policy and processes established by the Manager of Ticket Office Operations.

Marketing & Development Ticketing Processes-10%
Under the guidance of the Manager of Ticket Office Operations, works closely with Development to address sensitive seating requirements. Works closely with Marketing to maintain common knowledge about events details, customer needs and comments, ticket availability and other business of mutual interest, including implementation of group sales, seating of press, public service comps, ticket giveaways, donations, direct mailings, special offers, cancellation of events, or program changes about which patrons must be notified. In addition to assisting with special ticketing needs of donors, maintains clear and precise communications with the Finance & Operations Manager and Development to guarantee that donations are recorded and processed accurately and in a timely fashion. Contributes to an open and mutually helpful channel of communication with Development regarding donors, gifts, donations credit card processing, and elevated events. Processes complimentary ticket requests submitted by department managers and oversees comp procedures.

Security & Compliance-10%
Carries out ticket office policy and procedures established and implemented by the Manager of Ticket Office Operations for cash handling and credit card processing that conform with University Business & Finance Bulletins and campus control and internal audit directives. Is the responsible party of record for $600 change fund. Maintains strict security, locking all doors, safes, files, etc. logging inventory of keys. Operates the ticket office burglar alarm and determines appropriate access for staff members, assigns access codes, trains staff in use of alarm system; and may be required to respond to alarms.

Vaccinations Programs - Including SARS-COV-2 (COVID-19)

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs – With Interim Amendments. As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.
For more information, please visit:

• UC Santa Barbara COVID-19 Information
• University of California Policy on Vaccinations – With Interim Amendments
• August 5, 2021 California Department of Public Health (CDPH) Order (Heath Care Worker Vaccine Requirement)

• Covered Individuals: A Covered Individual includes anyone designated as Personnel, Students, or Trainees under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Opportunity/Affirmative Action Statement

The University of California is an Equal Opportunity/Affirmative Action Employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Reasonable Accommodations

The University of California endeavors to make the UCSB Job site (https://jobs.ucsb.edu) accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security Report Disclosures

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