Scheduling Coordinator Jobs

About The Position

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.