Administrative Coordinator

Description:

40% Visitor Services: Serves as the museum's visitor services manager, ensuring excellent customer service for museum guests. Schedules and manages visitor services staff (students and part-time). Oversees the scheduling of tours and K-12 programs and photo appointments ensuring that all are entered into Tripleseat software and tours are confirmed the day prior to arrival. Provides preliminary rental information to prospective clients. Trains front desk staff in customer service, telephone and message taking etiquette, and cash register operations. Ensures that the museum store remains neat and stocked with merchandise and supplies.

30% Docent Coordinator: Performs the roll of docent coordinator. Regularly updates Signup Genius with tour information for docents. Contacts docents to fill needs in the tour schedule and to notify them of changes in individual tour information. Participates in docent training, educating new docents on visitor services processes and tour scheduling. Participates in ongoing training, communications, and other matters at docent meetings and elsewhere.

15% Manages museum’s gift shop. Contacts vendors, orders merchandise, creates displays, and conducts inventory. Maintains reports and inventory to keep track of both consignment and wholesale merchandise in the gift shop. Settles all invoices for resale merchandise on state credit card or submits check to be issued through LSU.

10% events, and rentals. Coordinates with Business Manager on point-of-sale operating procedures. Coordinates with appropriate staff on school program, event scheduling, Viking Cruises, and other specialty tour needs. Produces reports as needed. Performs periodic inventories of the museum store including for fiscal year close-out.

5% Assists with Museum projects and public events. Serves as manager-on-duty. Other duties as assigned.

TESTING REQUIREMENTS:

8500 - OSE (Office Support Exam) Note: The 8500 office support exam must be taken prior to applying to this position.

QUALIFICATION REQUIREMENTS:
MINIMUM QUALIFICATIONS:
Two years of experience in which clerical work was a major duty.