Museum Learning and Engagement Coordinator

Edmundson Art Foundation dba Des Moines Art Center • Des Moines, IA

5d • Hybrid

About The Position

The Museum Learning and Engagement (MLE) Coordinator provides administrative support for all Museum Learning and Engagement functions. The Museum Learning and Engagement Coordinator combines resources, processes, and people to execute the Art Center's robust tour program. This position supports all department staff in an administrative capacity for public programming, school tours and events, and docent class, including scheduling, communication, attendance tracking, and reporting. The ideal candidate for this position is passionate about museum education and believes in the power of art to foster curiosity, learning, and meaningful connections. They are energized by supporting the Museum Learning and Engagement department through strong administrative, organization, and technology skills, bringing exceptional attention to detail and a proactive approach to coordinating multiple varied projects and priorities. A committed relationship-builder and fast learner, this person is motivated by helping activate the Art Center primarily by scheduling and coordinating tours, public programs, and visitor engagement initiatives. They are a strong communicator who brings positivity, professionalism, and energy to their interactions with colleagues, Docents (tour guides), tour participants, local school systems, and museum guests.

Requirements

• Proficient with Microsoft 365 including Word, Excel, PowerPoint, Outlook, and Teams.
• Experience with Forms is desirable.
• Systems include Artifax, Staff Savvy, and MUSE.
• Tour schedule consists of 300-500 tours.
• Able to focus attention on details; must be highly organized and timely with deliverables.
• Displays willingness to make decisions; exhibits sound and accurate judgment; supports and explains reasoning for decisions; includes appropriate people in decision-making process and makes timely decisions.
• Balances team and individual responsibilities; exhibits objectivity and openness to others' views; gives and welcomes feedback; contributes to building a positive team spirit; puts success of team above own.
• Builds morale and group commitments to goals and objectives and supports everyone's efforts to succeed.
• Exceptional collaboration skills, including the ability to work with a range of communities, co-workers, and audiences.
• Demonstrated excellent interpersonal, writing, and verbal skills.
• Excellent organizational, project, and time management skills.
• High level of professionalism, discretion, and emotional intelligence.
• Comfortable using all forms of technological devices including PCs, tablets, AV, and recording devices.
• Experience working with databases (software related to event management) highly desirable.
• High school diploma or equivalent.
• 1-2 years previous experience as an administrative assistant.
• Day-to-day operational decision making under the guidance of the Senior Director of Museum Learning, Engagement, and Community.
• Regularly exercises judgement pertaining to the tour schedule and program support.
• Most work is performed in an indoor office.
• Monday – Friday with some weekend and evening work as needed.
• Must be consistently at work and on time; ensuring work responsibilities are covered when absent and arriving to meetings and appointments on time.
• Work is mostly sedentary or light work.

Nice To Haves

• Experience with Forms is desirable.
• Experience working with databases (software related to event management) highly desirable.

Responsibilities

• Provides administrative support for Museum Learning and Engagement events using multiple software platforms and a museum-wide database.
• Prepares events for public registration, marketing, internal resource bookings, and communication.
• Manages the full cycle of tour bookings, from first inquiry to confirmation to post-visit survey.
• Communicates tour assignments both internally to museum staff and externally to Docent volunteers, tour contacts, and city partners on a weekly basis.
• Responsible for the meticulous and timely tracking and reporting of tour and event attendance for Museum Learning and Engagement events and programs.
• Supports the Tour and Docent Programs Manager in the scheduling and execution of all Docent training classes and Docent-based programming.
• Provides excellent customer service via email, over the phone, and in person.
• Liaises daily with members of the Docent Program, which currently numbers 70 volunteers and cultivates positive and supportive relationships with them.
• Acts as the key point of contact between Museum Learning and Engagement and Security and Visitor Experience on all aspects relating to tours.
• Provides in-person staff support for Museum Learning and Engagement programs as requested.
• Works collaboratively with other departments on fulfilling tour requests and event support.
• Works with Information Technology to enhance scheduling and associated tracking.
• Acts in ways that reflect favorably on the Art Center and maintains professional standards in the quality of performance and demonstration of concern for the Art Center's collection, programs, and facilities.
• Uses guidelines in the AAM Code of Ethics for Museums, (aam-us.org) and adheres to the Art Center Code of Conduct, Employee Handbook, and all organizational policies.
• Performs other duties as assigned.

Benefits

• medical, dental, and vision coverage
• Health Reimbursement Arrangement (HRA) and employer Health Savings Account (HSA) contributions
• a generous retirement match
• paid time off and holidays
• hybrid work options for some roles
• life and disability insurance
• voluntary accident and critical illness coverage

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED