Reporting to the Director and Curator, with a dotted reporting line to the Associate Director/Chief Curator, the Visitor and Events Liaison receives daily work direction from the Administration and Operations Coordinator. The Visitor and Events Liaison is responsible for overseeing the smooth operation of public spaces at the Agnes Etherington Art Centre (Agnes) and monitoring exhibition spaces during public hours. The incumbent ensures a welcoming, inclusive experience for all visitors, staff, patrons, and volunteers by establishing and maintaining a high standard of professional service and presentation of Agnes.

The Visitor and Events Liaison books and tracks external special events requests and facility bookings. The Visitor and Events Liaison provides administrative and logistical assistance in the booking, planning, and implementation of standard and sponsored events at Agnes. The position works collaboratively with other Agnes team members including but not limited to casual events staff, Administration and Operations Coordinator, Communications Coordinator, Program Coordinator, as well as acts as first point of contact for external groups, organizations, and individuals interested in hosting events in Agnes’s rental facilities.

The schedule for this position requires the incumbent to work variable hours on occasion, according to operational needs.

KEY RESPONSIBILITIES:
GALLERY RECEPTION:
• Ensures smooth operations of the Agnes Etherington Art Centre with respect to the visitor experience. With the guidance of the Administration and Operations Coordinator and in collaboration with other appropriate staff, monitors the gallery front of house, ensuring compliance with safety protocols
• Monitors casual, front of house staff through training, scheduling, directing, evaluating, and delegating of duties as necessary
• Assigns work and oversees its completion. Coordinates and monitors the day-to-day workflow of casual, front of house staff
• Monitors Agnes’s galleries, art exhibitions and art display conditions and reports current and emerging issues to senior staff and Campus Security, including making recommendations for improving facility safety and visitor experience and engagement
• Participates in screening and interviewing of front of house job candidates and provides input into staff selection. Provides orientation to front of house staff, including day-to-day oversight of front of house area. Reports performance and/or disciplinary matters to Administration and Operations Coordinator
• Monitors casual staff attendance and submits bi-weekly time sheets to the Financial Coordinator
• Ensures the safety of patrons, volunteers, and staff through the proper implementation of emergency procedures. Participates in Agnes’s safety and emergency communications protocols
• Acts as first point of contact for in person visitor inquiries and/or complaints and directs them to the appropriate staff
• Oversees reception desk operation including timely and effective communication and notifications to the public, and between visitors and staff as required
• Acts as the liaison for administrative shipping and receiving
• Compiles reports such as monthly attendance statistics, daily cash reports
• Oversees reception desk cash sales and donations receipts
• Fulfills additional administrative duties as required

EVENTS:
• Acts as Agnes’s liaison for events initiated by external requests and organized by external individuals or groups; provides support for partnership or sponsored events, per Agnes’s Events and Programs Management Policy
• Receives or initiates event bookings, obtains a clear idea of the nature of the event and assesses event needs
• Provides guidance and direction for external groups filling out Agnes’s Facility Rental Request Form. This includes supporting requests for revenue-generating facility rentals by answering questions regarding the schedule of fees, capacity limits, and other processes documented in Agnes’s Special Events Contracts
• Provides quotes (space and equipment rental and staffing) or Fee Waiver Request forms (if applicable) and refers organizer to Queen’s Event Services (QES), acting as Agnes’s point of contact for QES. Develops Space Agreement Contracts or QES booking forms depending on the nature of the event
• Ensures event bookings are consistent with the terms of facility use and Agnes’s security protocols
• Tracks and coordinates facility bookings by scheduling Agnes’s approved rental spaces using Agnes’s Microsoft Outlook Calendar
• Assists Administration and Operations Coordinator with establishing event parameters (including event hours and staffing needs), scheduling events staff, preparing costs to be included in an event quote and covered by the event organizers
• Prepares weekly special event invoices
• Fulfills other duties as required

SPECIAL SKILLS:
• Respects diversity and promotes inclusion in the workplace
• Excellent interpersonal and communication (oral and written) skills, with an ability to interact professionally with diverse individuals at all levels and in all situations
• Ability to maintain a high standard for casual staff as ambassadors for the Agnes Etherington Art Centre
• Strong organizational and administrative skills to cope with multiple demands, manage and execute competing priorities, organize, manage and retrieve information easily, and meet deadlines. Ability to handle a fast-paced environment with many disruptions
• Ability to be an excellent team player and ability to work independently
• Able to effectively lead and motivate staff members, being flexible and adaptable when required. Ability to remain calm and clear-headed under pressure, positive and constructive personal style
• Personal qualities of integrity, credibility, sound judgment and a keen interest in the mission of the Agnes Etherington Art Centre
• Strong customer service orientation, combined with an ability to maintain a professional demeanor and remain calm, especially during high pressure or emergency situations
• Knowledge and experience with fire alarm procedures, and intrusion detection systems would be an asset
• First aid training is an asset

DECISION MAKING:
• Under the supervision of the Administration and Operations Coordinator, contributes to hiring process of casual staff related to front of house and events
• Under the supervision of the Administration and Operations Coordinator, prioritizes casual front of house and event staff to support needs of Agnes
• Determines appropriate problem-solving procedures and decides how to best to rectify. Decides if a problem should be referred to others and escalates accordingly
• Allocates time, prioritizes tasks and determines workflow. Continually assesses and adjusts priorities to manage tasks in a fast-paced, time-sensitive and demanding environment