Desk Staff

Position Title: DESK STAFF- PT

Reports To: Office & IT Manager, HB Studio

General Purpose: 
Part-time registration team member needed to serve the staff and student community of this busy New York acting studio. Through these activities support the evolving mission and vision of this theatre collective and performing arts institute founded in 1945 by actor/director Herbert Berghof and renowned actress and master acting teacher Uta Hagen, where high-quality training and practice are offered at affordable costs to a diverse community of over a thousand students per term.

Essential Functions:

  • Serve as the first point of contact to students and prospective students for walk-in advisement, phone calls, emails, and in-person inquiries.
  • Facilitate new and continuing students with website navigation and use, application processes, setting up accounts, updating accounts, as well as online, email, and phone in-house registration.
  • In-depth articulate knowledge of the policies and procedures of HB Studio.
  • Maintain a working knowledge of the HB Registration system (ASAP Connected).
  • Maintain student accounts and updates within the ASAP system.
  • Accurately process payments, transactions, registrations, class audits, merchandise sales, space rentals, transfers, withdrawals.
  • Accurately and promptly maintain records and notify fellow staff and management of changes to class schedules, including class cancellations, reschedules, makeups, and substitutions for both teachers and classroom support specialists such as musical accompanists and videographers.
  • Student Assistant and key student organizing, training, correspondence, and follow up.
  • Scholarship organizing, correspondence and follow up.
  • Entering student level placements from teachers, as well as from online and in-person auditions.
  • As needed, aid instructors in the preparation of class resources and the classroom environment (heating/cooling adjustments, supplies, sound/visual equipment, etc.)
  • Be aware of and report issues to the appropriate staff and supervisors: maintenance and facilities issues, student conduct, procedural and operational issues.
  • Able to confidently call, email and follow up with the student body.
  • Update faculty roll books and enter student attendance.
  • Oversee proper use of the office copy machine by students and instructors.
  • End of shift/day reporting and close out.
  • Be available for staff meetings.
  • Attend professional development and training programs as needed.
  • Support and assist the Office Manager.
  • General Studio prop area upkeep
  • Building opening and lock-up.

Additional Tasks:

  • Awareness of and suggest corrections to, our website and social media solutions, and online registration system.
  • Troubleshoot documents, file uploads and print specifications for faculty and students.
  • Work independently and in cooperation with the Executive & Artistic Director, Finance Coordinator and Program Coordinator on special and ongoing projects.
  • Other tasks and responsibilities may be assigned based upon ability and interest.
  • Research skills a plus.

Qualifications/Basic Job Requirements:

  • Associates or Bachelors degree;
  • Must be proficient with Mac systems, Google and Microsoft Office Suites. Experience with Adobe Creative Suite and Filemaker Pro a plus.
  • Proficient with cash receipts and reconciliation.
  • Ability to learn quickly.
  • A supportive team player and a self-starter, able to multitask.
  • Strong organizational skills: detail-oriented problem-solver.
  • Excellent communication skills: personable and diplomatic in working with diverse constituents. Able to facilitate communication between multiple parties in a diplomatic, efficient way. Excellent with follow-through.
  • Able to handle confidential information with discretion and diplomacy.
  • Prior nonprofit and/or sales experience a plus.
  • Ideal candidate speaks English fluently and is proficient in Spanish.

Scope of Responsibility & Positions Supervised:

  • Reports to Office and IT Manager and liaises with Program Coordinator, Scheduling Coordinator, Finance Coordinator, Executive & Artistic Director, Development, and Facilities staff.
  • Must interact well with faculty, guest artists, staff, and students while maintaining separation and discretion and upholding Studio policies and restrictions.
  • Able to communicate with sensitivity to cultural and generational differences.

Special Working Conditions: 
Additional evening or weekend hours may be required on occasion in connection with emergency situations or special projects. All staff members are expected to take part in the Studio’s annual Spring-Cleanup week in April/May.

Application Instructions:
Please submit cover letter, resume and salary requirements to, using the subject line “Desk Staff”. Please no phone calls or stop in’s.