Coordinator of Guest Services for CFA

Ball State University

Muncie, IN

ID: 7107408 (Ref.No. BSU32528)
Posted: August 5, 2022
Application Deadline: Open Until Filled

Job Description

The Coordinator for Guest Services plays a vital role in the College of Fine Arts box office operations on a day-to-day basis, providing support for and guidance on ticketed event logistics, patron experiences, and student opportunities in arts administration.

The College of Fine Arts welcomes applications for a Coordinator of Guest Services. 

Ball State University offers excellent benefits, including health care and retirement plans, tuition assistance for employees and dependents, and generous time off with pay.

Job Function:

The Coordinator for Guest Services plays a vital role in the College of Fine Arts box office operations on a day-to-day basis, providing support for and guidance on ticketed event logistics, patron experiences, and student opportunities in arts administration.

Minimum Education:

Associate’s degree or:
1. An equivalent combination of two years of education and related experience in office administration / secretarial work or related field OR
2. Two years of related experience in office administration / secretarial work, or related field.

Preferred Education:

Bachelor’s degree or equivalent in a field related to the duties and responsibilities of the position (e.g., arts administration or related field, business).

Minimum Experience:

At least one year of experience in a promotional and/or scheduling function with related administrative/clerical experience.

Preferred Experience:

  • At least one year of supervisory experience.
  • Familiarity with ticketing-based software.
  • Experience with or articulated interest in working in an arts focused environment.

Duties and Responsibilities:

  • Provide financial oversight of all box office operations such as ticket sales, deposits, credit cards, cash receipts, daily reconciliations, and transfers to appropriate college accounts; ensure compliance with university and federal regulations for cash handling, petty cash, credit card processing, and red flags.
  • Coordinate and supervise all box office operations during a flexible forty-hour work week, including planning and scheduling student staff for all guest services duties for CFA Box Office and CFA performance venues.
  • In collaboration with supervisor and each unit, plan annual ticket sales calendar and execute engaging sales tactics for subscriptions and single ticket sales including maintaining ticketing system and online ticket sales websites, building all events, managing all subscriptions, ticket types and sales discounts, assisting patrons with any order issues, and working with ticketing system provider to trouble-shoot any processing errors.
  • In collaboration with supervisor and units, arrange and maintain events calendar for all season/academic year performance activities; authorize additions/deletions/changes to calendar; assist in coordination of performance space assignments.
  • As deemed appropriate, serve as a marketing and management representative to the CFA and unit event, programming, and planning committees, including, but not limited to programming and production committee meetings, ensemble meetings, visiting artists committees,
  • Hire, train, and supervise guest services student staff, including paid employees, interns, and practicum students.
  • Perform backup duties in the absence of the Coordinator of Communications.
  • Perform other related duties and special projects as assigned.

  • Maintain regular and predictable attendance within a forty-hour flexible work week.


At Ball State University, we recognize inclusive excellence as an integral endeavor to fulfill our University’s mission and our strategic plan. We recruit, support, and retain a diverse population of students, faculty, and staff. We encourage and reward diversity of thought. We promote a work environment that encourages and rewards innovation and creativity. We pledge to keep Inclusive Excellence at the highest level of institutional importance and as a foundation in all that we strive to do. Our over-arching goal for Inclusive Excellence is to adopt a university-wide Inclusive Excellence approach to academic, administrative support, and service functions of the university. We believe Inclusive Excellence must be infused in every step we take.