Visitor Services Manager

Visitor Services Manager

• 35-40 hours, non-exempt

• Reports to Visitor Services and Operations Director

• Office located in White Bear Lake, MN

• COVID-19 vaccination required

• Starts at $19/hour

• Paid Time Off (PTO) and Sick Time available

• Medical and dental plans available

• Simple IRA with 3% company match available

• Tuition-free classes for employees

• 7 paid holidays

• 30% discount in retail and gallery

Job Specific:

• Requires open availability. This position is primarily scheduled during regular daytime business hours with some evenings and weekends per business needs.

• This is a keyholder position with responsibilities for opening and closing.

• Ability to lift 25 lbs. frequently taking down and setting up tables and chairs.

About Us
White Bear Center for the Arts is a growing nonprofit community art center, offering more than 1,100 classes and 10 gallery shows per year in its newly-expanded campus. WBCA is a diverse and expanding community widely known for enriching lives, nourishing imagination, and building understanding through its innovative arts programming. It currently enjoys more than 1,700 members and boasts classes in a wide variety of art mediums and techniques. It is a dynamic and inspiring center where all are welcome to celebrate art and connect—with their creativity and with each other.

Why this role is important:

This role is the primary point of contact for all of our visitors and students. In this role, you will provide a welcoming presence, process class and membership registrations, program information, classroom setup and retail assistance. You assist in overseeing two other Visitor Services assistants.

Primary Responsibilities:

• Serves as the primary point of contact for all WBCA visitors and students, delivering an exceptional customer service experience at our Welcome Desk. This includes answering phone calls and emails, checking in students for class, calling students and teachers with updated class information as needed including any class cancellations.

• Delivers a friendly and efficient Welcome Desk experience by processing class registrations, membership registrations, and other related transactions through Neon CRM database with a high attention to detail.

• Processes customer transactions for the gift shop at the retail POS including cash handling.

• Proactively engages with visitors, reads visitor cues and responds effectively, is able to educate our visitors on current class/event offerings, gallery exhibitions, and artwork/artists sold in store.

• Processes sales from gallery exhibitions.

• Ensures accurate recordkeeping of student accounts and class information across systems including Google Sheets.

• Preps class rosters/signs for the week, proactively plans in advance for classroom setup and turnover.

• Intakes and distributes mail to appropriate staff/departments.

• Maintains general office supplies including timely ordering and putting away shipments.

• Attendance at regular staff meetings and department meetings as scheduled.

• Works in partnership with other departments to ensure smooth daily operations.

• Other duties as assigned per business needs.

Classroom/Facilities Responsibilities:

• Responsible for opening and closing the building as scheduled, ensuring all procedures are followed and the building is open on time and ready for visitors, including turning on/off any gallery projectors or TV’s.

• Ensures timely set up of classrooms as well as any prep for the next day and throughout the week including the creation of class rosters/signs.

• Ensures the Welcome Desk, Atrium, and Retail area are clean and organized.

• Light janitorial duties may be needed including wiping down tabletops and surfaces, cleaning up spills, emptying trash if needed, etc.

• Assists with light snow shoveling of the front walkway and sidewalks if building opens before snow removal surfaces have come.

• Informing the Facilities Manager of any major facilities issues or needs.

• Assists with setup/take down of WBCA events if scheduled.

Specific Manager Responsibilities:

• Supervises assistants in classroom setup and cleanup. Oversees their work in our database system and provides coaching as needed.

• Conducts monthly office and maintenance supply orders using the provided budget, ensures supply levels are maintained and organized.

• Balances cash drawers for retail and front desk as scheduled.

• Manages admin spreadsheets for refunds and other transactional procedures

The best candidate for this position:

• Has an interest in the arts

• May consider themselves a people person, able to connect with people of diverse backgrounds

• Empathetic listener and proactive problem solver

• Able to balance multiple tasks

• Excellent time management

• High attention to detail, particularly with data entry and record keeping

• Proficient with PC, Google Suite, and MS Office

• Comfortable using and troubleshooting classroom technology (TV’s, iPads, Apple TV screen mirroring)

How to Apply:

• Please send your resume and introductory letter to careers@whitebeararts.org

• No phone calls.

• Job offer is contingent upon passing a criminal background check.

White Bear Center for the Arts is an equal opportunity employer and actively seeks staff as diverse as the communities it serves. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Studies have shown that women and people of color may be less likely to apply for jobs unless they meet every one of the qualifications listed. We are most interested in finding the best candidate for the job. We would encourage any interested applicant to apply, even if you don’t meet every one of our qualifications listed.