Tour Coordinator

Description:

Coordinates all aspects of school and adult group tours including responding to all requests for information, scheduling, and providing confirmations. Works closely with both the Manager of Family Programs & Outreach and the Manager of Volunteer, Visitor, & Retail Services. Hours can be 30-40 hours per week depending on candidate needs/preferences, but in-office hours required M–F from 9 am – 2 pm with slight variations periodically.

DUTIES AND RESPONSIBLITIES:

· Conduct all communication, coordination, outreach, and scheduling for all student tours, i.e. bookings.

· Assist with museum tabling and outreach activities.

· Promptly respond to emails and phone calls for school tour inquiries.

· Collaborate with Manager of Volunteer, Visitor, & Retail Services to coordinate timing, arrange front-of-house staff assistance as needed and ensure docent availability for tours.

· Schedule and secure dates on the museum calendar using our CRM database, Altru.

· Ensure timely and accurate data entry in Altru for tours.

· Welcome and check in group tours in front of house upon arrival to museum.

· Update tour contracts, as necessary.

· Communicate tour information to Volunteer & Visitor Services staff and docents prior to tour date.

· Collect evaluations and feedback after tour completion. Follow up, as necessary.

· Code bus invoices and submit them to the Director of Finance for processing.

· Maintain regular communication with scheduled groups to confirm dates/times/numbers.

· Forward requested specialized supplemental content to classroom teachers prior to tours.

· Be able to conduct/lead tours, if necessary.

· Friendly; pleasant phone manner; enthusiastic and responsive.

· Highly collaborative, team oriented, and organized.

· Accommodating and flexible with changes as they arise.

· Diligence and ability to perform tasks with a high degree of accuracy.

· Strong computer skills, database experience preferred.

· Familiarity with Altru preferred.

· Accuracy in data entry and comfortable with learning new databases.

· Clear oral and written communication.

· Ability to become familiar with content of school and adult tours.

· Initiative-taking and productive with minimal oversight.

· Initiative-taking, adaptable, and accepting of challenges; strong critical thinking skills; with the ability to manage a variety of responsibilities under pressure.

· Other duties may be assigned.

EDUCATION & EXPERIENCE:

· Bachelor’s degree in education or related field or 5 years relevant experience, preferred.