Educational Travel Operations Assistant Manager

The National World War II Museum Inc•New Orleans, LA

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About The Position

The National WWII Museum is currently seeking an Educational Travel Operations Manager. The Educational Travel Operations Manager is responsible for operations coordination and management of the museum’s signature international educational travel programs, which includes the Museum’s rapidly growing affinity-based educational travel programs focusing on WWII history for adult audiences. A strong emphasis of this position will be the coordination and support of the currently offered programs under the departments and participation in a key role supporting the development of new revenue generation educational programs. This role will also ensure all aspects for anticipated substantial growth in the current and subsequent fiscal years. Experience in hospitality or events is required. Knowledge of operations budgets and experience working with logistical vendors and operators such as hotels, transportation, restaurants, and destination management companies, are key to success in this role. The Educational Travel Operations Manager will report to the Senior Director of Educational Travel Operations to ensure the department’s portfolio of deluxe educational travel programs are well positioned for success full promotion, sales and execution, always keeping the market’s competitive set in mind and ensuring continued best-in-class travel program operations. The Operations Assistant Manager must have a strong acumen for detail, keen focus on timeline management, and excellent organizational skills. The position reports to the Senior Director of Educational Travel.

Requirements

Bachelor’s degree with a minimum of three years demonstrated success in operations management. Experience in hospitality or events is required. Previous supervisory experience preferred.
Proven track record of operations management and program execution.
Experience in budget development and management, cost analysis, operations logistics, contracting and negotiations.
Excellent communications and interpersonal skills and abilities – verbal, written, and computer.
Highly organized and has effective time management skills with evidence of entrepreneurial qualities.
Willingness to have a flexible schedule and to work irregular hours that go beyond a 40-hour week including some weekends and evenings both here in New Orleans or abroad.
Ability to push, pull, and lift up to 50 pounds. May require prolonged standing and/pr walking during which time objects are transported. May require bending, squatting, or reaching and occasional use of equipment.

Responsibilities

Work closely with the Senior Director of Educational Travel and the Educational Travel Operations team, following fully implemented standard operating procedures which support the successful development and sale of FIT, Group and MICE programs.
Responsible for hotels, meals, and all logistics for educational travel programs in both Europe and the Pacific.
Responsible for the booking and payment of museum visits on all tours. In addition to making the reservations, create the museum vouchers needed for all tour managers.
Ensure production accuracy and timeliness of pre-departure passenger documents and gifts in coordination with Sales and Marketing teams to include guest name badges, luggage tags, and pre-departure itineraries. In addition, submitting orders for guest name badges and luggage tags; and ordering tour equipment such as listening devices, bus decals, lanyards, and lollipop signs.
Liaise closely with Director of Domestic Travel Operations and other departments to ensure all logistical and operational elements of the museum’s symposia, annual International Conference on WWII, and leadership programs are effectively managed. Facilitate communication and execution with The Higgins Hotel as well as other vendors, including room blocks, meeting rooms, banquets, etc. for the production of ticketed, on-site events sponsored by the Museum.
Manage assigned duties of the software system, Viatour. Some of the duties, but not all, include itineraries, enter additional services for transportation, manifests, enter new transportation vendors, and help manager room inventory.
Monitor and fully adhere to effective operational timelines, ensuring products have the greatest possible chance of success while mitigating the Museum’s overall risk.
Monitor and support the administration of the Educational Travel Program’s departure budgets, performing monthly sweeps based on current occupancies, and ensuring management has a clear perspective on each program’s profitability.
Aid in the structure and execution of auxiliary revenue generating products such as optional pre- and/or post-tour extension programs that have been identified as key revenue generating objectives for the department.
Monitor and manage key milestones in defined contractual timelines, ensuring the review and/pr release of unsold space is executed under the Director’s supervision and approval.
Facilitate the processing of vendor purchase orders and contract payments, per established timelines. This is for all Transportation, Museums, Inbound Tours, and Student Tours, and often assist the Director of Educational Travel Operations with other purchase orders and payments.
Support and facilitate communication with featured speakers, contracted guests, and/or Museum staff to coordinate travel arrangements related to their travel program participation.
Travel abroad on the museum’s educational programs, attend conferences and events as appropriate or manage travel programs on-site in a logistical Tour Manager or Tour Host support role.
Perform other duties and special projects as assigned.

Benefits

Medical insurance – 2 plan options; Museum pays 75% of premium
Dental and vision insurance
Flexible spending account
401(k) – Museum matches 50% of employee contribution up to 6%; employer contribution full vested after 3 years of employment
Life insurance and AD&D - $15,000 policy employer paid; additional life and AD&D available
Long term disability insurance
Paid vacation and sick leave, 10 paid holidays per year
Free parking
Tuition assistance and professional development
Employee assistance program