Associate Director, Patron Experience

Team Management & Leadership

Train, supervise, and support a team of approximately fifteen employees, directly managing four managers and three concierges.

Ensure effective staffing schedules for all patron services, front of house, and concierges shifts, optimizing for busy periods and special events and including classes and camps support.

Work with managers to ensure smooth operations and exceptional patron experiences.

Ensure prompt responses from team members for all patron email and phone inquiries.

Events & Patron Experience Oversight

Oversee and manage all customer service functions for performances, subscriptions, special events, and education activities including classes, camps, and family events.

Cook up rental-related patron services tasks, including contracts and staffing.

Coordinate Opening Night logistics, including running the seating meetings and executing seating arrangements.

Ensure adherence to company complimentary tickets policies, including comps for staff and cast/creative team members.

Manage all contractual ticket allotments for producers and artists.

Manage all chargebacks, investigating disputed credit card charges from patrons to determine the accuracy and report the findings to the finance department.

Build parking as a product in Tessitura and manage parking inventory by creating schedule reports in Tessitura for patrons with prepaid parking and ensure these reports are sent to the parking deck.

Work with Season Ticket Concierge and Box Office Managers to book seats for season subscribers.

Generate box office statements and credit card reports at the close of each production run or event and submit them to the Finance Controller.

Collaborate with Director of Marketing to develop and implement the patron experience vision for the theater.

Work with managers to execute external calling campaign solicitations in collaboration with marketing, development, and education departments.

Attend regular meetings on behalf of the patron services team, including Marketing meetings, Sales meetings, Engagement team meetings, data services meetings, managers meeting, campus events/facilities/security meetings, and other meetings as assigned.

Work closely with Data Services on season builds and tracking patron data and engagement metrics.

Work closely with the Director of Marketing & Communications to support sales campaigns for season tickets.

Work closely with the Woodruff Arts Center Director of Security to ensure that security team members are scheduled appropriately for all performances and special events.

Work closely with the Woodruff Arts Center Food & Beverage leads to ensure that concessions are provided for all performances and special events.

Staff & Hiring Management

Lead candidate interviews, onboarding, and training of new staff members in collaboration with HRO.

Oversee the creation and maintenance of comprehensive training materials, ensuring they are organized and accessible to the team via SharePoint for consistent reference and onboarding support.

Maintain staff handbooks and internal policies, ensuring all materials are current, clearly communicated, and aligned with departmental vision.

Develop and update job descriptions to ensure clarity in responsibilities and expectations.

Acknowledge and approve staff time-off requests and oversee timeclock entry and approvals for part-time staff.