Part Time - Pullo Center - Operations Coordinator

Penn State University; South Carolina; On-site; USD 21,000 - 30,000; Part time

Job summary

Pullo Family Center for Performing Arts at Penn State York is seeking a detail-oriented Operations Coordinator (part-time) to support front-of-house operations, event planning and guest services. The role reports to the Pullo Center Director and focuses on coordinating calendars, staff schedules and service quality across organizational operations, rental events and patron experiences.

Responsibilities include coordinating event logistics, serving as the main contact for rental clients, ensuring

Qualifications

• Strong time management and prioritization in a deadline-driven environment.
• Ability to work on a team and establish cooperative relationships.
• High-level written and verbal communication skills.
• Professional discretion and confidentiality in handling information.
• Project management skills with initiative and independent work ability.
• Consideration for Associate’s degree or equivalent experience.

Responsibilities

• Oversee organizational operations, calendar coordination, and staff scheduling.
• Support event planning, setup, staffing, ticketing and client needs.
• Coordinate advance processes and on-site event coordination.
• Ensure guest services excellence, hospitality standards and volunteer coordination.
• Maintain equipment and communications during events; assist leadership with debriefs.

Skills

Time management

Teamwork

Communication

Discretion

Project management

Independent work

Education

Associate’s degree

Tools

Ticketmaster

Job description

Approval of remote and hybrid work is not guaranteed regardless of work location. For additional information on remote work at Penn State, see Notice to Out of State Applicants.

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.

CAMPUS SECURITY CRIME STATISTICS

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here.

EEO IS THE LAW

Penn State is an equal opportunity employer and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

Penn State is committed to and accountable for advancing equity, respect, and belonging. We embrace individual uniqueness, as well as a culture of belonging that supports equity initiatives, leverages the educational and institutional benefits of inclusion in society, and provides opportunities for engagement intended to help all members of the community thrive. We value belonging as a core strength and an essential element of the university’s teaching, research, and service mission.

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