School Experiences Coordinator (12-month Contract)

Royal Ontario Museum; Toronto; On-site; CAD 65,000 - 74,000; Full time

Benefits offered by this job

Benefits coverage

Retirement plan with employer match

ROM membership for staff

Job summary

Royal Ontario Museum, located in Toronto, seeks a School Experiences Coordinator to oversee the scheduling, administration, and logistics of ROM's onsite and online school programs.

Reporting to the Manager, School Programs, you will be the main contact for visiting school groups and educators, manage bookings, payments, schedules, and payroll data, and supervise part-time staff to ensure smooth program delivery.

Qualifications

• Three years of post-secondary education or training in Arts Administration, Hospitality, or Business.
• Minimum three years of administrative and customer service experience, cash handling preferred.
• Excellent customer service and communication skills with diverse visitors.
• Strong Microsoft Office and databases, reporting tools.
• Experience with booking, scheduling, payroll systems; familiarity with POS terminals.
• Excellent organizational and time-management skills in a busy environment.
• Ability to collaborate across departments; supervisory experience is an asset.
• French-language proficiency is an asset.

Responsibilities

• Coordinate scheduling, registration, reception, and delivery logistics for onsite and online school programs.
• Oversee school group bookings, admissions, payment processing, and daily arrangements.
• Develop and maintain accurate program schedules, coordinating with teaching staff and ROM departments.
• Respond to school inquiries and special requests, resolve conflicts, adjust schedules as needed.
• Supervise and train part-time School Experiences Organizers, coordinate daily work assignments, attendance and payroll.
• Manage financial administration including deposits, invoices, and reconciliations.
• Maintain accurate attendance, revenue, and staffing records for reports.
• Collaborate with educators, Finance, Visitor Experience, Security, Facilities and other ROM teams.
• Maintain program information across booking systems and communications channels.

Skills

Customer service

MS Office

Scheduling systems

Cash handling

POS terminals

Education

Arts Administration

Hospitality

Business

Tools

Booking systems

Payroll systems

Databases

Job description

WHO WE ARE

Opened in 1914 and welcoming over 1.3 million visitors annually, the Royal Ontario Museum (ROM) is Canada's most-visited museum, ranking among the top 10 cultural institutions in North America. At ROM, we are dedicated to building and sharing global collections, sharing knowledge, inspiring learning, and fostering community engagement. As a globally recognized field research institute, ROM houses an impressive collection of over 18 million artworks, cultural objects, and natural history specimens, showcased in over 40 galleries and exhibition spaces. We are committed to creating a space where art, culture, and nature intersect, connecting people and communities to the past, present and shared future.

As we continue to work toward our goals to transform and evolve as one of the world’s foremost 21st-century museums, we seek passionate and dynamic team members who embody our mission and values.

WHO WE NEED

We are seeking a highly organized, service-oriented School Experiences Coordinator to oversee the scheduling, administration, and day-to-day coordination of ROM's onsite and online educational programs.

Reporting to the Manager, School Programs, you will serve as a key point of contact for visiting school groups, educators, and program participants, ensuring that bookings, payments, schedules, and logistical arrangements run smoothly. You will also supervise the School Experiences Organizers, coordinate staff scheduling and payroll information, and maintain accurate attendance and financial records to support the ongoing success of ROM's School Programs.

This role is ideal for an experienced administrative and customer service professional who enjoys working in a fast-paced educational environment, supporting teams, and creating welcoming, well-organized experiences for students and educators. You will collaborate with colleagues across the Museum to support meaningful learning experiences for school communities.

HOW YOU WILL MAKE AN IMPACT

• Coordinate the scheduling, registration, reception, and delivery logistics for onsite and online school programs, ensuring a welcoming and organized experience for visiting groups.


• Oversee school group bookings, admissions, payment processing, and daily arrangements, including learning spaces, lunch schedules, group orientation, and visitor flow.


• Develop and maintain accurate daily and weekly program schedules, coordinating with teaching staff and other ROM departments to ensure effective use of spaces and resources.


• Respond to school inquiries and special requests, resolve booking conflicts, and adjust schedules when circumstances change, including cancellations, weather disruptions, or technical issues.


• Supervise and train part-time School Experiences Organizers, coordinate daily work assignments, and oversee staff attendance and payroll reporting for School Programs employees and interns.


• Manage financial administration, including balancing payments, preparing deposits, coordinating invoices, reconciling transactions, and following up on outstanding accounts.


• Maintain accurate registration, attendance, revenue, client feedback, and staffing records, preparing reports to support departmental planning and financial decision-making.


• Collaborate with School Programs educators, Finance, Visitor Experience, Security, Facilities, and other ROM teams to coordinate logistics, resolve concerns, and support successful program delivery.


• Maintain accurate program information across booking systems and communication channels, coordinate administrative resources and supplies, and support continuous improvements to the school visitor experience.

WHAT YOU BRING

• Completion of three (3) years of post-secondary education or training in Arts Administration, Hospitality, Business, or a related field, or an acceptable equivalent combination of education and experience.


• Minimum three (3) years of administrative and customer service experience, including experience handling cash or processing payments, preferably in an educational or cultural environment.


• Excellent customer service, interpersonal, and communication skills, with the ability to interact professionally and courteously with educators, students, colleagues, and diverse visitors.


• Strong proficiency with Microsoft Office and other standard business applications, including spreadsheets, databases, email, and reporting tools.


• Experience using booking, scheduling, payroll, or other customized administrative systems, along with working knowledge of point-of-sale (POS) terminals.


• Demonstrated organizational and time-management skills, with the ability to manage competing priorities, maintain accuracy, and adapt quickly in a busy, visitor-facing environment.


• Strong analytical, problem-solving, and decision-making skills, with the ability to exercise sound judgment, work independently, and resolve unexpected scheduling or customer service challenges.


• Ability to collaborate effectively across departments, coordinate logistical details, and support a positive, efficient team environment. Previous supervisory experience is an asset.


• French-language proficiency, particularly the ability to communicate effectively with French-speaking clients, is an asset.

WHAT WE OFFER

• Comprehensive benefits coverage: For permanent and full-time contract positions (conditions apply), enjoy paid benefits for individuals and families, a health spending account, and an Employee Assistance Program.


• Worry-free retirement savings: With our optional pension plan, you benefit from an employer-matched Defined Benefit contribution plan, which provides predictable lifetime retirement income, survivor benefits, and early retirement options without the stress of investment decisions.


• Perks: Free ROM membership for permanent full-time and part-time staff, plus discounts to over 200 attractions through Attractions Ontario.


• And more!

SALARY & TERMS OF EMPLOYMENT

• START DATE: December 2026


• OPEN DATE: October 19, 2026


• CLOSE DATE: Open until filled


• STATUS: Full-time, contract


• EMPLOYEE GROUP: OPSEU Local 543


• EXPECTED COMPENSATION: $64,506 - $73,722


• SCHEDULE: 35 hours weekly


• PROBATIONARY PERIOD: Six (6) months


• LOCATION (onsite): Toronto, ON

WHAT TO EXPECT IN OUR INTERVIEW PROCESS

• First interview: A 1-hour in-person or virtual interview with the Hiring Manager and a member of the HR team. This in-depth interview will focus on your skills and how they align with the team's and ROM's needs.

The above-listed process may change or vary based on the nature and scope of the position.

All virtual conversations and interviews will be conducted via Microsoft Teams and may be recorded.

WHY PEOPLE CHOOSE ROM

• Cultural engagement: Daily interactions with Toronto's diverse culture and international visitors offer insights into social and cultural trends. We champion inclusive community programs and connections through diverse experiences.


• Continuous learning: At ROM, expertise and continuous skill development are paramount. Our culture of curiosity and open-mindedness fosters growth beyond traditional career paths.


• Passion & fulfillment: Our work in preserving and curating cultural narratives brings deep satisfaction. We are passionate about the arts, global history, cultural diversity, and leveraging digital technologies to enhance accessibility.


• Team & culture: ROM promotes a positive workplace with collaborative, supportive teams that encourage creativity and innovation. We value new ideas and collective problem-solving.


• Academic collaboration: We are committed to education, partnering with universities and providing student resources, underscoring our dedication to research and accessibility.

COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, & ACCESSIBILITY

At ROM, we embrace diversity in our exhibits, communities, and teams. We encourage applications from racialized persons, Indigenous Peoples, persons with disabilities, 2SLGBTQI+ individuals, and those who can further diversify our ideas. We are committed to equitable employment opportunities and a workplace free from discrimination and harassment.

We welcome and accommodate candidates with disabilities throughout the selection process. Please contact us at [e-mail] for assistance.

ADDITIONAL INFORMATION

• ROM does not require "Canadian experience." International applicants with equivalent experience are encouraged to apply.


• ROM uses technology-assisted tools (including JazzHR TalentFit) to support the review and screening of applications. All hiring decisions are made by human reviewers.


• This posting is for an existing vacancy.

Only candidates selected for an interview will be contacted. Please note that all candidates receiving a verbal job offer will be subject to a background check. This includes a criminal background check and verification of professional references, and other checks depending on the role.