Accounts & Reservations Coordinator

POSITION TYPE

This is a permanent full-time position responsible for coordinating a portion of facility reservations, managing partner organization relationships related to space use, and providing front desk reception services for the MYArts facility.

POSITION SUMMARY

The Reservations & Accounts Coordinator supports the administration of the MYArts reservation system and partner communications. Working under the guidance of the Reservations & Accounts Manager, this role manages scheduling requests, prepares rental agreements, coordinates billing documentation, and maintains records related to facility use. The position serves as the primary point of contact for partners and community users, ensuring clear and consistent communication of reservation processes, policies, and scheduling expectations. This position also provides front desk reception services, ensuring that all visitors, guests, and program participants receive professional and welcoming experience upon entering the facility. The role monitors and responds to incoming phone calls, emails, and general inquiries related to facility use. This role plays an important part in supporting MYArts mission of providing accessible arts space for youth programming and community partners.

ESSENTIAL FUNCTIONS

Front Desk Operations and Community Engagement - 30%

• Serve as front desk receptionist & primary point of contact for the MYArts facility.
• Welcome and assist guests, program participants, partner organizations, visitors, and community members entering the building.
• Provide general information about MYArts programs, partner organizations, spaces, and events.
• Monitor incoming phone calls & emails, responding to inquiries or directing them to appropriate staff members or partner organizations.
• Maintain a professional and organized front desk environment.
• Support a positive, inclusive, and accessible experience for all individuals. Reservations and Scheduling Coordination - 30%
• Coordinate intake of facility reservation requests.
• Maintain and administer the space scheduling and reservation system.
• Confirm space availability and coordinate programming schedules across multiple studios and shared spaces.
• Ensure reservation data is accurate and updated within the scheduling platform.
• Coordinate scheduling adjustments and communicate changes as needed.
• Work collaboratively with the Reservations & Accounts Manager to maintain organized and transparent scheduling processes. Partner and Community Account Coordination - 20%
• Serve as the operational point of contact for partners and community members regarding reservations and space use.
• Communicate scheduling confirmations, logistics, and expectations.
• Provide guidance on facility policies and procedures.
• Maintain positive working relationships with partner organizations.
• Support consistent communication between MYArts staff and facility users. Contracts, Invoicing, and Financial Coordination - 10%
• Prepare and manage rental agreements for community organizations.
• Coordinate invoicing and financial documentation.
• Maintain records of contracts, agreements, and billing activity.
• Support financial tracking related to facility use. Administrative and Systems Support - 10%
• Maintain accurate records and operational data.
• Support reporting related to facility usage and partner activity.
• Coordinate tasks related to facility operations, as needed by MYArts leadership.
• Collaborate on improvements to scheduling systems and workflows.
• Identify opportunities to improve efficiency and transparency.
• Support front desk and administrative coverage as needed.

NON ESSENTIAL FUNCTIONS

Provide general support during special events or high-volume programming periods, and other duties as assigned.

QUALIFICATIONS

Applicants may demonstrate qualifications through past employment, volunteer work, education, or other relevant experience. Required Qualifications

• Strong organizational skills and attention to detail.
• Experience managing scheduling information, working with scheduling software, or ability to learn and use new scheduling software.
• Clear written and verbal communication skills.
• Customer service experience working with external partners or clients.
• Proficiency using Google Workspace or similar productivity tools.
• Ability to work independently while coordinating with supervisors and staff.
• Commitment to supporting the MYArts mission and youth arts programming.
• Ability to successfully complete background screening consistent with youth safety policies. Preferred Qualifications
• Experience working in nonprofit, arts, education, or community environments.
• Experience with contracts, invoicing, or billing documentation.
• Experience coordinating multi-user facilities or shared program spaces.

DECISION-MAKING AND OPERATIONAL AUTHORITY

This position supports the day-to-day coordination of the reservations system in partnership with the Reservations & Accounts Manager, with responsibility for maintaining scheduling accuracy and facilitating partner communication.

WORK ENVIRONMENT AND SCHEDUL E

Work Setting:

This is an on-site position located at the MYArts facility in Madison, Wisconsin. Limited remote work may be possible depending on operational needs. Schedule Expectations

• This is a full-time position averaging 40 hours per week.
• Most hours will occur during weekday daytime operations, typically between 8am-4pm, with occasional shifts as early as 7am or as late as 5pm.
• Evening and weekend availability may occasionally be required based on programming needs.

COMPLIANCE AND SAFETY RESPONSIBILITIES

Because MYArts is a youth-serving arts facility, this role supports the safe and organized operation of a building serving youth participants, partner organizations, and community members.

Responsibilities include:

• Following MYArts policies and procedures.
• Communication facility policies to partners and visitors as needed.
• Report operational concerns or facility issues to appropriate staff.
• All employees in this role must successfully complete required background screening consistent with youth safety standards.

Physical Requirements:

• Ability to work at a desk for extended periods.
• Manual dexterity required for computer and phone work.
• Ability to occasionally move materials or equipment such as office supplies, folding tables, chairs and music stands.
• Work environment may involve regular interruptions due to operational coordination and front desk responsibilities.

DISCLAIMER

This position description is intended to describe the general nature and level of work performed by individuals assigned to this role. It is not intended to be an exhaustive list of duties, responsibilities, or qualifications. MYArts reserves the right to modify job duties, schedules, and responsibilities as organizational needs evolve. Application Instructions Please respond to this job posting with Cover Letter and Resume. For any questions about this position please reach out to hr@madisonyoutharts.org

Pay:

$19.00 - $27.00 per hour

Benefits:

403(b) Dental insurance Employee discount Health insurance Paid time off Vision insurance

Work Location:

In person