School and Gallery Programs Coordinator

Walker Art Center•Minneapolis, KS

12d•Hybrid

About The Position

The Walker Art Center is seeking a School and Gallery Programs Coordinator to manage scheduling for In-School Residencies, tours, and self-led visits for various groups including K-12, college, adult, accessibility, and senior audiences. This role involves scheduling Educators, drafting contracts, processing payments for the college partnership program, and maintaining clear communication with teachers, clients, and internal departments. The Coordinator will also provide administrative and program support for school, teacher, and tour programs under the direction of the Manager of School and Gallery Programs, ensuring a positive experience for visitors and staff through strong communication skills.

Requirements

Minimum 2-4 years of administrative experience and/or experience working within a scheduling software.
Previous customer service and complex, matrixed scheduling experience.
Experience with a CRM system required, Tessitura, Artifax, and Momentus Elite preferred.
Detail-oriented approach to work; demonstrated excellence in organization, prioritization, and time-management.
Demonstrated ability to communicate effectively and work with a wide range of constituents (teachers, visitors, staff,) and people across a variety of cultures, generations, and abilities.
Ability to work independently and within a team.
Hybrid role but must be available to work onsite as role demands. Must be available to work a flexible schedule with hours and days determined and required by programming.
Proactive and able to work independently, ability to problem solve and quickly adapt to a range of situations. Able to anticipate needs and/or adapt to unexpected challenges.
Ability to move nimbly between administrative tasks and relationship-building.
Must be proficient in a Microsoft Office environment. Knowledge and proficiency with Web applications is essential.

Nice To Haves

Conversational proficiency in a language in addition to English, Spanish preferred.
Experience with basic accounting including invoicing, invoice and budget tracking, and receipts.
Familiarity with art materials and art-making techniques.
Familiarity with services such as ASL interpretation, Tactile and Pro-Tactile sign language interpretation, CART, Audio Description, etc.
Familiarity with assistive technology and equipment used to facilitate accessible communication.
Familiarity with communication modalities in the Deaf and DeafBlind community.

Responsibilities

Process tour, Art Lab, In-School Residency, and self-led visit requests received through online forms, phone, and email and input into relevant databases and scheduling applications while ensuring consistent booking practices with high attention to detail.
Promptly respond to inquiries about tours, providing all necessary information and documentation before museum visits to external patrons, teachers, ASL interpreters, etc. Send pre-visit materials such as confirmation emails, museum guidelines, and lesson plans in advance of tours, and follow up with post-visit resources and surveys. Maintain a high level of customer service.
Under the direction of the Manager of School and Gallery Programs, schedule Educators to ensure coverage for all programs, tours, meetings, trainings, and other duties and activities.
Communicate with a variety of internal and external stakeholders to ensure efficacy and safety of tours and other programs. Key internal stakeholders include: Visitor Experience Managers, Scheduler, front of house staff, Security Manager, Chief Guard, Building Operations, Rentals, Development & Membership, Registrars, and PELI staff.
Liaise with Educators to find substitutes as needed and ensure coverage for programs and departmental work.
Coordinate Walker’s tour and Art Lab schedules, communicating conflicts and other issues to the Manager of School and Gallery Programs and other PELI Coordinators.
Collect and process payments for group visits in Tessitura.
Process reimbursements for bus fund scholarships and arrange buses for school groups as needed.
Collect, track, and share tour and program data, including attendance and survey responses for School and Gallery Programs. Produce reports as needed.
Draft contracts, collect and process payments, and coordinate benefits for the College Partnership Program.
Draft contracts and maintain tracking documents for accounting for School and Gallery Programs.
Keep Art Lab clean and organized, proactively ordering supplies as needed. Maintain inventory of supplies.
Assist in conducting evaluation for Tours, Art Labs, and programs as needed.
Assist Manager of School and Gallery Programs with administrative tasks and program support as needed, including staffing events like Evening for Educators, offsite events, etc.
Schedule and attend meetings as assigned.
Perform other duties and tasks as assigned including intra-departmental program support for other areas of PELI.