Box Office and Administrative Coordinator

Box Office and Administrative Coordinator

This is a part-time, non-exempt position working 25-30 hours/week in person at the Annapolis Symphony Orchestra office at Maryland Hall in Annapolis, Maryland.

The position requires day, evening and weekend availability.

Pay rate - $27/hour

This position reports to the Director of Marketing & Communications.

Please email resume and cover letter to [email protected] by December 1, 2026.

About the Annapolis Symphony Orchestra

Now in it's 65th season, the Annapolis Symphony Orchestra (ASO) is one of Maryland's leading cultural institutions with a mission to inspire, educate and enrich lives near and far by creating extraordinary musical experiences with uncompromising artistic excellence. The Orchestra is composed of 70 professional, union-represented musicians led by Artistic Director José-Luis Novo.

The Annapolis Symphony Academy offers students ages pre-school to high school the opportunity to study with and perform alongside ASO musicians through a music education program of private lessons, group classes and ensembles. The Academy’s most advanced ensemble is conducted by Maestro Novo and performs across the region, preparing students for success in music and beyond.

Position Summary

The Annapolis Symphony Orchestra seeks a box-office and customer-service professional to assist the Annapolis Symphony Orchestra Box Office with all ticketing, patron experience, and office management administration. The Box Office and Administrative Coordinator provides pivotal support to the Director of Marketing and Communications as well as to other directors on the ASO Administration team.

Who Is the Box Office and Administrative Coordinator?

This position is best suited to a detail-oriented, collaborative professional who recognizes what needs to be done, takes ownership of assignments, and understands why the work matters. This role is well suited to someone who excels at customer service and the user experience. The candidate will be able to move comfortably between patron-facing and internal projects, independently manage a varied workload, communicate clearly across departments, and keep multiple assignments moving forward. Because of the varied nature of the role, the successful candidate will bring excellent organizational accuracy, sound judgment, and proficiency to every project while keenly understanding when to seek guidance or escalate an issue. They are resourceful, flexible, and eager to learn through colleagues, professional resources, and independent research. Most importantly, they bring genuine care to the ASO’s mission and to the patrons, donors, musicians, students, volunteers, and colleagues who make that work possible.

This role is a great entry level job for someone who loves the arts and wants to learn about arts administration.

Key Responsibilities

Patron Services and Ticketing Operations

Serve as the primary staff administrator for PatronManager ticketing functions, including:

• Process and deliver ticket orders by phone, email, online, and in person with professionalism, warmth, and accuracy;

• Assist patrons with seating questions, accessibility needs, discounts, promotional offers, exchanges, and other ticketing concerns;

• Set up performances, events, pricing, seating maps, holds, promotions, and other required information in the ticketing system;

• Maintain accurate patron, household, transaction, seating, patron qualification and event records;

• Coordinate the technical preparation and distribution of approved patron surveys and “Know Before You Go” communications through PatronManager, in collaboration with the Director of Marketing & Communications;

• Assist on the subscription-renewal process as needed;

• Create, distribute, and track approved discount and promotional codes;

• Create, maintain, and distribute PatronManager reports as requested by department directors;

• Support accurate patron segmentation, list management, and data maintenance;

• Identify and correct duplicate, incomplete, or inaccurate patron records in accordance with established database procedures;

• Respond to approved voucher and raffle-donation requests and maintain accurate fulfillment records.

Performance and Event Operations

• Monitor the [email protected] inbox, responding to patron, ticketing, and event-related inquiries and routing other requests to the appropriate staff member;

• Work onsite at designated ASO performances and events, including evenings and weekends, to support box-office operations and create a welcoming audience experience;

• Sell tickets and distribute onsite and will-call tickets;

• Set up and manage the guest-services desk at designated Annapolis Symphony Orchestra and Annapolis Symphony Academy performances and events;

• Coordinate with venue partners in advance of performances to prepare the ASO’s box-office and front-of-house needs;

• Coordinate point-of-sale equipment, tables, stanchions, phones, ticket printing, volunteers, event materials, reserved parking for VIP patrons, and other ASO equipment or resources required for performances;

• Work with venue staff before and after performances to collect and maintain accurate attendance and ticketing data;

• Order and retrieve materials for designated performances and events;

• Maintain an organized inventory of promotional, box-office, and event materials and distribute those materials as needed;

• Work with Maryland Hall and other venues’ front of house staff to give them the necessary information and training to check tickets at the door, manage reserved parking for VIPs, concert information sheets, etc.

• Coordinate ticketing, reservations, guest lists, check-in, or other event support for FASO programs as assigned; and

• Attend PatronManager webinars, conferences, training sessions, and other professional-development opportunities to remain current on system updates, new features, and industry practices.

Office Coordination

• Work with the Box Office and Events Associate to manage the ASO’s office, including all administrative duties required to maintain the physical space, collecting and distributing the mail, organization of items, maintaining equipment, communication with Maryland Hall facilities, scheduling, office supplies, etc;

• Coordinate with the ASO’s IT vendor and other service providers to set up, maintain, or repair office technology and equipment;

• Administer and maintain technology and equipment needs, including the printer, mailing equipment, Zoom accounts, phones, and other office tools, and assist staff with routine use of office equipment;

• Maintain designated shared calendars by entering approved dates, deadlines, meetings, and operational information accurately and promptly;

• Maintain an organized inventory of office, promotional, ticketing, and event materials, ordering and replenishing supplies as needed;

• Assist with meetings, events, mailings, and special projects as assigned; and perform other administrative duties consistent with the scope and priorities of the position.

Marketing and Sales Administrative and Project Support

Provide administrative and project support to the Director of Marketing and Communications and other departments as necessary. Department leaders may request assistance directly, but competing assignments, deadlines, and workload priorities will be resolved by the employee’s supervisor.

Examples of cross-department support may include:

• Assisting Business Operations & Finance with PatronManager governance, ticketing procedures, financial reconciliation, office operations, box office reporting and administrative systems;

• Supporting Marketing & Communications with improving the customer experience, audience communications, subscription campaigns, promotional initiatives, social media campaigns, ticket-sales projects, audience data, billing, and invoicing;

• Working collaboratively across the organization to support patron service projects, special events, and efficient operations.

Specific Traits and Qualifications

• Genuine enthusiasm for the arts and arts administration, as well as the mission, values, culture, and work of the ASO;

• Relevant experience in ticketing, patron services, arts administration, hospitality, event operations, or a comparable customer-facing, and customer service environment; 2 or 4 year degree in Arts Administration, Business, or Communications preferred or equivalent work experience;

• Experience with PatronManager or a comparable Salesforce-based ticketing system strongly preferred, including a demonstrated ability to learn software systems, sell tickets, set up performances and seasons, produce reports, maintain accurate data, and resolve patron questions or concerns;

• Proficiency with Google Workspace, Zoom, and other workplace applications, with the ability to quickly and independently learn new platforms such as Asana;

• Strong organizational and time-management skills;

• Clear, polished, and professional written and verbal communication skills, with careful attention to grammar, tone, and accuracy;

• Ability to manage multiple responsibilities, shifting priorities, and deadlines independently.

• Professional maturity, sound judgment, and the ability to understand the organization’s larger goals while taking pride in the details that bring those goals to life;

• Ability to manage detail-oriented, data-driven work while understanding how the work fits into the organization’s broader operations, priorities, and strategic goals;

• Ability to remain highly professional in stressful situations and to treat patrons, donors, supporters, colleagues, and community partners with respect and warmth;

• Discretion in collecting, safeguarding, archiving, and using patron and organizational data;

• Ability to thrive in a close-knit, collaborative, and fast-moving arts administration environment.

• Willingness to contribute flexibly in support of the ASO’s mission, organizational needs, and patrons;

Measures of Success

Success in this role is measured by the quality of the patron experience, the effectiveness of ticketing operations, and the smooth coordination of the organization's administrative systems, including:

• High levels of patron satisfaction;

• Accurate and timely ticket processing;

• Successful subscription renewals and retention;

• Reliable PatronManager administration, reporting, and data quality;

• Accurate financial reconciliation and adherence to established controls;

• Well-organized performance, front-of-house, and office operations;

• Clear, concise, and accurate communications

• Positive, responsive collaboration across departments;

• Demonstration of flexibility and excitement for learning new systems and adding creative ideas and solutions for patron-facing experiences;

• Seizing opportunities for continued professional growth and increasing use of box-office and patron-services knowledge to advance the ASO’s mission and strategic priorities.

Benefits

• This is a part time, non-exempt position with an hourly wage and eligibility for overtime. As such, the position is not eligible for fringe benefits.

• Federal holidays off, except when performances occur

• The ASO follows Maryland Hall’s opening calendar. Maryland Hall is a property of Anne Arundel County Public Schools, and closely mirrors their leave schedule for students

• ASO is compliant with state law for workers' compensation and unemployment insurance.

• ASO will implement Maryland's new paid family & medical leave in accordance with state law. (Maryland FAMLI)

Scheduling And Physical Requirements

• This position requires onsite work during regular business hours and at designated performances and events, including evenings and weekends;

• The employee must be able to travel among ASO offices, performance venues, storage facilities, printers, post offices, and other local locations as required;

• Reliable transportation is required for local pickups and deliveries;

• The position requires extended periods of computer and telephone work;

• The employee must be able to move, transport, set up, and store routine office, promotional, ticketing, and event materials, with reasonable accommodation as required; and

• The employee must be able to work in a fast-paced performance environment and respond professionally to time-sensitive patron and operational needs.

Annapolis Symphony Orchestra is an Equal Opportunity Employer committed to fostering a diverse and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by applicable federal, state, or local law. Employment decisions are based solely on qualifications, merit, and business needs.