Student and Guest Services Assistant - Anderson Ranch Arts Ctr : Job Details

OUR DREAM This role operates as the central point of many Ranch operations and will have the responsibility of ensuring outstanding guest interactions, facilitating the smooth flow of operations, and contributing to our organization's mission of promoting art and creativity within the community. A contributing team member will be dependable, flexible and adaptable; taking ownership of the day-to-day registration and operations. Other expectations include availability on weekends and evenings especially during the summer months, a keen eye for detail and follow through. We are looking for someone who thrives in an administrative, front-facing role and is happy to get involved in a wide variety of people and operations-related tasks. This position has an opportunity for growth and promotion with strong performance. Position Summary: The Student and Guest Services Assistant supports registration, guest services, and front desk operations to ensure a welcoming and organized experience for students, artists, and visitors. This role assists with workshop enrollment and records management, coordinates guest arrivals and inquiries, and helps maintain accurate administrative and store inventory records. Strong attention to detail, excellent customer service, confidentiality, and the ability to balance multiple responsibilities with professionalism and integrity are essential. Core Responsibilities

• Registration & Records Management: Assists the registrar with the enrollment process from start to finish including but not limited to: processing student registrations, cancellations, transfers, scholarships, and payment plans across all programs. Maintain accurate records including class lists, housing assignments, meal plans, enrollment numbers, and payment reports while ensuring timely and precise data entry.
• Payment Processing & Financial Tracking: Manage accounts receivable, invoicing, payment processing, refunds, discounts, and scholarships. Maintain accurate payment records and collaborate with Operations and Development on financial reporting and check logs.
• Customer & Guest Services: Provide high-quality customer service to students, artists, and visitors, including handling inquiries, resolving issues, and ensuring smooth arrivals. Oversee Welcome Center operations, monitor guest services email accounts, and coordinate weekly pack-and-ship services during the summer. Train and support seasonal guest services staff to ensure a welcoming and professional environment.
• ArtWorks Store & Inventory Management: Oversee daily store operations, including sales, payments, vendor relations, and promotional displays. Monitor inventory across store merchandise, office supplies, IT needs, and guest services items. Process and label orders, manage consignments, and maintain accurate point-of-sale records. Support special events and gallery openings with store-related needs.
• Communication & Coordination: Support communication between students, faculty, and staff by producing class lists, housing assignments, enrollment reports, and attendance updates. Assist in reviewing and updating student-facing materials, including registration confirmations, handbooks, and website content.
• Administrative Support & Office Operations: Coordinate hiring, training, and supervision of seasonal staff. Ensure compliance with health and safety standards, oversee cash handling and sales reporting, and maintain cleanliness and organization of administrative spaces. Provide general office support including mail distribution, office supply management, and shipping assistance.

Expected Skills & Qualifications:

• Strong verbal and written communication skills with the ability to engage diverse audiences.
• Excellent interpersonal skills and grace under pressure; customer service-oriented with a friendly, approachable demeanor and the ability to resolve disputes fairly and professionally.
• Proven organizational skills, attention to detail, and ability to manage multiple tasks efficiently in a dynamic environment.
• Experience with registration, reservations, money handling, and payment processing preferred.
• Proficiency with technology, including Microsoft Office Suite, database management, mail merges, and point-of-sale systems; ability to quickly learn new software.
• Ability to maintain confidentiality and handle sensitive information with integrity.
• Flexible, motivated, and proactive, with an ability to work independently and a willingness to adapt to changing needs and take on new challenges.
• Interest in and basic knowledge of the visual arts, art history, and cultural appreciation.
• Availability to work weekends, evenings, and occasional special events.
• Ability to follow directions with strong follow-through and accountability.
• Eligible to serve as a Ranch driver (valid driver's license and clear MVR check).

Education and Experience:

• College degree or equivalent; coursework in art, arts management, hospitality, or related fields is a plus.
• 1-2 years experience in customer service and money handling is preferred.
• Experience with registration and/or Raiser's Edge is a plus.

Staff Community Responsibilities:

• Community Outreach Leader: All staff members are expected to build and lead partnerships with community organizations as they relate to their area of responsibility, and to actively support the outreach efforts of other team members.
• Engaged & Supportive Team Member: All staff are expected to support colleagues and engage in the programs and events of the Ranch by attending lectures, artist talks, fundraising events, and community wide events and being available to jump in and help make them a success.
• Support Major Fundraising & Community Events: All staff are expected to support the major annual events that engage the public and fundraisers. These are all hands on deck efforts and all staff are expected to participate in ways outside their normal professional functions to make them a success from set-up, to execution, to tear down.
• Professional & Personal Development: Continuing to learn and improve is a job requirement of all staff. Team members are expected to be growing, learning, and improving in their artistic and professional lives.
• Brand Ambassador: All team members are expected to comport themselves in a manner that is fitting with the organization; represent the Ranch both on and off-campus, as well as online and on social media, keeping in mind that positivity and professionalism are respected and appreciated.

Physical Requirements:

• Sedentary work that primarily involves sitting/standing, working on a computer and phone calls.
• Light work that includes moving objects up to 30 pounds.
• The employee frequently is required to stand, walk and reach with hands and arms.
• Typical tasks as required to actively work in art studios/facilities/offices in a historic building space with uneven surfaces, stairs, gravel walkways, etc.

Other Duties:

• The descriptions above are intended to describe the general nature and level of work being performed in this role. They are not to be construed as an exhaustive list of all responsibilities, duties, and skills required of the role.
• All personnel are required to perform duties outside of their normal responsibilities from time to time, as needed.
• This role requires a flexible schedule including evening and weekend hours as needed, and particularly intense time demands in the summer months.
• This job description may be changed or updated at any time throughout employment.

Compensation & Regular Full Time Benefits:

• Base Pay Rate: $26 - $28/hour based on experience
• Company paid medical insurance, option to add additional family
• Company paid HSA contribution
• Long- and short-term disability insurance
• Life insurance
• Paid Time Off - Up to 20 days during first year of service
• Paid Sick Leave
• Sabbatical Leave
• Professional/continuing education support
• Retirement plan 403(b) match after one year of service

Salary Description $28-$28 / hour