Education Department Coordinator

EDUCATION DEPARTMENT COORDINATOR

FULL-TIME

HOURLY RATE OF PAY $19.25

Beneifts

Medical

Dental

Vision

Paid Vacation

Paid Sick Leave

Holiday Pay

Retirement Plan -Company match 6%

Position Overview

Reporting to the Head of Education, responsible for general administrative and coordinating duties in support of the Education Department and the Head of Education. To provide essential support duties for the Education Department and Head of Education on meetings, tours, and program assistance.

Essential Job Functions

• Processes all purchase orders and electronic requisitions (e-reqs) for the education department in accordance with the finance department procedures and the account codes system in Altru.

• At the direction of the Head of Education, attends department meetings and provides general administrative support including the preparation of agendas, distribution of correspondence, and note taking. Also responsible for the logistical arrangements for department meetings.

• Coordinates all requests for museum tours (docent-led, staff-led, self-guided, or other) in accordance with department procedures. Corresponds with teachers, staff, and docents for all tour needs.

• Drafts contracts for art workshops with Communities in Schools (CIS) groups and other special collaborations with tour groups and submits the signed contracts to finance.

• Responsible for the administrative tasks related to the docent program including new docent training, docent continuing education, docent meetings, and Luncheon events.

• Facilitates program check-in, welcomes visitors for education programs and collects attendance for each event.

• Collaborates with Education team to maintain statistics, attendance, and budgetary reports on all tours, education programs, and bus reimbursements. Communicates this information with all necessary departments and staff.

• Maintains and regularly updates mailing & emailing lists for all educational programs. Compiles email lists for marketing. Coordinates mailings for educational programs.

• Assists the Head of Education with entry requests on the museum’s master calendar and assists with entering facility worksheets on the master calendar for the education department.

• Fields department inquiries from public, staff, and volunteers, and aids in a polite and professional manner.

• Assists the Head of Education with maintenance of education activity areas in the galleries and museum with Education interns by refilling supplies and reporting when new supplies are needed.

• Other administrative and coordinator tasks as assigned.

Requirements

Strong organizational, multi-tasking, and communication skills. Strong background in high volume administrative environments, data analysis, business, and finance a plus. Proficiency in using MS Office software such as Outlook, Excel, and Sharepoint, Adobe Creative Suite software such as InDesign and Photoshop. Experience with financial software (Netsuite or Altru a plus). Must have excellent attention to detail to monitor department budget and purchases. Must have flexible working hours, evenings and weekend duty periodically required. Must be able to operate a motor vehicle, maintain a valid operator’s license, have proof of insurance, and have a good driving record.

Other Skills
Excellent in all forms of communication including written, verbal, and interpersonal, and strong customer service skills. Ability to work collaboratively with the public, staff, and volunteers, and create an individual workflow. Spanish or other language fluency is preferred.

Education and Work Experience

Three + years in an administrative role requiring strong organizational, communication, and multi-tasking skills. Two + years of work experience with a non-profit or cultural institution preferred.