School Group & Scheduling Coordinator

The University of Tulsa•Tulsa, OK

5d•Onsite

About The Position

As Gilcrease Museum prepares for reopening, the School Group & Scheduling Coordinator establishes and manages the systems, processes, and logistics supporting school visits, camps, and other Learning & Community Engagement programs. The role leads scheduling operations for youth-focused programming, including reservation and registration workflows, scheduling standards, and coordination across departments. Reporting to the Manager of School & Family Programs, the coordinator oversees day-to-day administration and exercises independent judgment to support efficient operations and high-quality participant experiences. The coordinator manages communications and relationships with educators, school administrators, families, group organizers, and community partners; administers school-group reservations and camp enrollment; and coordinates pre-visit planning and on-site support. The role also administers scheduling, registration, and reservation systems, maintains program information and confidential participant records, coordinates operational logistics through the museum master calendar, processes program documentation and payments, and produces reports on enrollment, attendance, participation, and capacity. The position supports Learning & Community Engagement programs and outreach, represents the museum at relevant events, and collaborates with internal teams to improve processes and visitor experiences.

Requirements

Bachelor’s degree in museum studies, education, arts administration, business administration, communications, nonprofit management, hospitality, event management, or a related field, or an equivalent combination of education and relevant experience.
One to three years of experience coordinating programs, events, registrations, group visits, customer-service operations, or related program or operational functions; the additional qualifications section specifies a minimum of one year.
Strong organizational and logistical planning skills, including the ability to independently manage complex schedules, competing priorities, and operational requirements across programs and departments.
Exceptional attention to detail and ability to maintain accurate records, registrations, system data, documentation, and communications.
Experience using and administering registration, scheduling, ticketing, CRM, or database systems, including maintaining data, troubleshooting issues, and developing or improving workflows and procedures.
Independent judgment, flexibility, and problem-solving skills to resolve scheduling and operational challenges and respond effectively to changing circumstances.
Strong customer-service, interpersonal, and communication skills; ability to build relationships and represent the museum professionally.
Demonstrated experience working with schools, families, or youth-serving organizations is listed as a qualification in the additional qualifications section.
Proficiency with scheduling software and Microsoft Office Suite.
Ability to work flexible hours, including occasional evenings or weekends for events.
Ability to stand, walk, and speak for extended periods while supporting visitors and programs.
Ability to communicate effectively in person, by phone, and electronically.
Ability to occasionally lift or move items such as programming supplies.
Ability to travel occasionally as required by program and operational needs.

Nice To Haves

Experience working with schools, families, youth-serving organizations, museums, cultural institutions, camps, or nonprofit organizations is preferred.
Multilingual ability, particularly Spanish.

Responsibilities

Cultivate relationships with school administrators, educators, and community partners to support repeat engagement and long-term participation.
Manage communications with teachers, school administrators, and group organizers throughout reservation and visit planning, serving as the primary museum contact for educational groups.
Manage school-group scheduling operations, including reservation workflows, scheduling standards, documentation, program availability, capacity, staffing, space, and other logistics.
Coordinate pre-visit planning, confirmations, registration details, and logistical preparations for school group visits.
Welcome and support groups on-site as needed, coordinating with museum teams to address issues and facilitate smooth visits.
Oversee camp administration, including enrollment, participant records, capacity planning, waitlists, and communications.
Serve as the primary contact for families and participants regarding registration, enrollment, and program logistics, resolving issues within established parameters.
Evaluate and improve scheduling, registration, and customer-service processes to increase efficiency, accessibility, and participant satisfaction.
Maintain confidential participant records and program documentation, including registration forms, waivers, emergency contacts, and attendance records, in accordance with institutional policies and youth-program risk-management procedures.
Administer museum scheduling, registration, and reservation systems, including configuring and maintaining registrations and ensuring accurate program information, capacity limits, pricing, enrollment settings, scheduling parameters, and related data.
Coordinate scheduling and operational logistics across Facilities, Visitor Experience, Security, Group Sales, and other museum teams; resolve scheduling conflicts and balance program and operational needs.
Oversee Learning & Community Engagement activities in the museum master calendar and coordinate updates, conflicts, and operational requirements.
Process invoices, payments, attendance records, and other program documentation, and resolve discrepancies related to assigned programs and registrations.
Generate, analyze, and maintain reports on registration, attendance, enrollment, participation trends, and capacity utilization.
Maintain knowledge of the museum’s school programs, tours, camps, educational offerings, scheduling requirements, and registration procedures.
Manage operational and logistical needs for Learning & Community Engagement programs, events, and special initiatives.
Represent Gilcrease Museum at conferences, professional meetings, community events, and other outreach opportunities.
Manage the full registration process for school-group visits, from inquiry through confirmation.
Develop and maintain schedules for tours, workshops, and special events; coordinate facilities, staff, and resources with campus departments.
Prepare and distribute pre-visit materials, itineraries, and safety guidelines.
Track attendance, collect feedback, and prepare post-visit reports.
Assist in marketing university programs to schools and youth organizations.
Collaborate with the 382-Programs team to improve processes and visitor experiences.
Perform other duties as assigned.