Education Program & Reservations Coordinator

Virginia Living Museum•Newport News, VA

9d•Onsite

About The Position

The Education Program & Reservations Coordinator is responsible for assisting in all aspects of the reservations for school, public and private programs. This position assists the Virginia Living Museum’s reservations process to help support the Guest Engagement Department in admission and revenue goals while enhancing each guest experience. This position’s priorities align with the VLM strategic plan's three core initiatives: immersive experiences, innovative partnerships, and investments for sustainability.

Requirements

Outgoing, friendly, confident personality. Enjoys working with people and is committed to providing exceptional customer service and guest experience.
Ability to communicate enthusiasm for the museum and its programs
Two years of database experience and handling fluid scheduling
Experience with Microsoft 360, Google Workspace
Familiarity with a CRM, Altru experience preferred
Self-motivated with minimum supervision and detail-oriented.
Excellent oral and written communication skills.
Ability to gracefully handle multiple tasks and people simultaneously
Must demonstrate good judgment, discretion, and discernment
Must be able to remain calm and give clear direction in an emergency situation
First Aid certified or willing to become certified at Museum expense
Must be able to hear and speak clearly
Occasional evening and weekend work required
Physical requirements include medium work, must be able to lift up to 30lbs comfortably
Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions

Nice To Haves

Altru experience preferred

Responsibilities

Be a positive, enthusiastic representative of the Virginia Living Museum
Provide administrative and office support for Guest Engagement and Education Staff
Book birthday parties, group tours, curatorial tours and additional specialty tours for Guest Engagement and Education, including the planetarium
Support the Education Department by scheduling Educational Programs and school groups
Coordinate all aspects of reservations by phone, email, and in person for school, public, and homeschool programs
Prepare and email confirmations
Assist Guest Engagement with group arrivals
Provide assistance with GE Associate training on handling birthday party, camp and other inquiries
Track monthly and annual group, birthday party, and education attendance statistics and prepare reports as requested
Prepare invoices and track payments
Track revenue based on budgetary goals
Maintain and distribute reservations program calendars, including Universal Calendar
Coordinate and update Altru database system, as needed
Schedule museum room use (internal and external) in Google and maintain room calendars
Coordinate online “contact us” email requests sent to [email protected] by replying or forwarding to the appropriate department
Update and maintain Reservations Office Standard Operating Procedures Manual
Integrate volunteers and/or interns into workflows, providing clear guidance and ensuring a positive, meaningful experience
Act as Manager on Duty (MOD) when required
Support museum events as needed
Other duties as assigned