School Group & Scheduling Coordinator

University of Tulsa•Tulsa, OK

6d•Onsite

About The Position

As Gilcrease Museum prepares for reopening, the School Group & Scheduling Coordinator establishes and manages the systems, processes, and logistics that support school visits, camps, and other Learning & Community Engagement programs. The role leads scheduling operations across youth-focused programming, including reservation and registration workflows, scheduling standards, and cross-departmental coordination. 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 school group reservations and visit planning, maintains communication with educators and group organizers, and supports groups on-site as needed. The role oversees camp enrollment and participant records, serves as a point of contact for families and participants, and maintains confidential youth-program documentation. It also administers scheduling, registration, and reservation systems; coordinates program logistics across museum departments; manages Learning & Community Engagement activities on the museum master calendar; processes program documentation and payments; and produces reports on registration, attendance, enrollment, participation, and capacity. The position is office-based on the Gilcrease Museum campus, with regular on-site support for visits, camps, programs, and special events. Occasional evening or weekend availability and travel may be required for program and operational needs, including conferences, professional meetings, and community events. The role may also include standing, walking, and speaking for extended periods, communicating in person, by phone, and electronically, and occasional lifting or moving of program supplies.

Requirements

Bachelor’s degree from an accredited college or university 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 coordinating programs, events, group visits, or registrations.
Demonstrated experience working with schools, families, or youth-serving organizations.
Experience using and administering registration, scheduling, ticketing, CRM, or database systems, including maintaining data, troubleshooting, and developing or improving workflows and procedures.
Proficiency with scheduling software and Microsoft Office Suite.
Strong organizational, logistical planning, and multitasking skills, including the ability to 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.
Independent judgment, flexibility, problem-solving skills, and ability to respond effectively to changing circumstances and priorities.
Strong customer-service, interpersonal, written, and verbal communication skills, with the ability to build relationships and represent the museum professionally.
Ability to work flexible hours, including occasional evenings or weekends for events.
Ability to stand, walk, and speak for extended periods; communicate effectively in person, by phone, and electronically; and occasionally lift or move programming supplies.
Ability to collaborate across museum and university departments.

Nice To Haves

Experience working with museums, cultural institutions, camps, or nonprofit organizations.
Multilingual ability, particularly Spanish.

Responsibilities

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