Administrative Program Director 1

State of Louisiana; New Orleans (LA); On-site; USD 50,000 - 70,000; Full time

Job summary

Louisiana Office of State Museum (LSM) seeks an experienced administrator to coordinate rentals for venues in New Orleans, including the Cabildo, Presbytere, and Jazz Museum at the US Mint. The role also oversees Tourism Information Counselors in the New Orleans area and ensures smooth event operations.

The position requires strong calendar management, event coordination, and negotiation skills, with a focus on customer service and contract administration.

Qualifications

• 5 years of experience in administrative services or 6 years in any field plus 2 in admin.
• Bachelor's degree plus 2 years in admin, or an advanced degree plus 1 year.
• Experience substitutions are described in policy materials.

Responsibilities

• Maintain and monitor the master calendar for all functions at New Orleans venues.
• Coordinate events with Jazz Museum at the Old US Mint and partner organizations.
• Enter converted leads into Tripleseat for contracts and details.
• Negotiate rental terms and fees for events and filming activities.
• Supervise Administrative Program Specialist A and TIC staff in New Orleans.
• Ensure timely fee collection and billing for events.

Skills

Calendar management

Event coordination

Client relations

Negotiation

Public speaking

Education

Bachelor's degree

Advanced degree

Tools

Tripleseat

Job description

This is a full-time position located at the State Museum in New Orleans, LA.

The Louisiana Office of State Museum (LSM) is comprised of ten museums located throughout the state. The primary responsibility of this position is to coordinate rental of the facilities located in New Orleans, the Cabildo, Presbytere, and the Jazz Museum at the US Mint for weddings, parties, meetings, and galas. This position is also responsible for overseeing all of the Tourism Information Counselors (TIC) in the New Orleans area.

The Louisiana State Museum’s collections and educational programs stimulate awareness and appreciation of our state’s rich and diverse history and culture.

• Five years of experience in administrative services; OR
• Six years of full-time work experience in any field plus two years of experience in administrative services; OR
• A bachelor's degree plus two years of experience in administrative services; OR
• An advanced degree plus one year of experience in administrative services.

EXPERIENCE SUBSTITUTION:

Every 30 semester hours earned from an accredited college or university will be credited as one year of experience towards the six years of full-time work experience in any field. The maximum substitution allowed is 120 semester hours which substitutes for a maximum of four years of experience in any field.

The official job specifications for this role, as defined by the State Civil Service, can be found here.

Job Duties:

• Maintains and monitors the master calendar, which tracks the dates and times of all functions for the LSM, including functions at the New Orleans properties.
• Coordinates with the Jazz Museum at the Old US Mint staff for programming events taking place at the Mint venue, grounds, and buildings.
• Coordinates with the Friends of the Cabildo and the Louisiana Museum Foundation with any after-hours events hosted or sponsored by those organizations.
• Responds to leads from the Tripleseat software, WeddingWire leads, the LSM website, sister agencies within DCRT, and visitors and convention bureau, and other sources.
• Actively seeks leads with outreach to event planners by attending host planning association meetings, arranging open house events at museum venues, and promoting museum venues with convention and tourism agencies.
• Ensures all converted leads are entered into the museum’s event software, Tripleseat, for contract and other pertinent information.
• Negotiates terms for rentals involving filming companies for commercial, movie, or television series filming.
• Grants final approval to the Administrative Program Specialist A for facility rentals by outside groups and individuals for various events such as receptions, programs, festivals, etc.
• Negotiates and finalizes the terms of event contracts, fees, and any other additional costs.
• Ensures all fee waivers include approval from the Assistant Secretary.
• Certifies and evaluates event information forms which contain event logistics and all applicable fees.
• Ensures all appropriate departments are informed of dates, times, and other logistics needed to ensure a positive event experience for clients.
• Coordinates with the Museum Marketing Director on the development of marketing packages regarding events and rentals of the LSM facilities and meets with prospective clients.
• Oversees all fee collection and billing related to events. Event revenue is composed of a donation to the Louisiana State Museum Foundation fund, Building Usage Fees, and miscellaneous fees per Title XXV.
• Applies applicable cleaning, repair, and furniture rental fees, which are charged at those events that involve preparation and post-function breakdown, and confirms the fees are paid in a timely manner by the client.
• Serves as the primary contact for clients wishing to rent the facility, providing tours as needed of the facility.
• Directly supervises the following staff and their assigned programs;
  • Administrative Program Specialist A: manages all aspects of event coordination.
  • TIC: front-line customer service and ticket sales.
• All special projects as required.

Position-Specific Details:

• Appointment Type: Probational, Promotion, or Detail to Special Duty
• Location: New Orleans, LA
• Work Schedule: This is a full-time position that reports in-office for 40 hours a week. This position may be required to work evenings, weekends, holidays, and/or overtime. This position may be required to travel.
• Compensation: Compensation offered will be dependent on level of experience and certification, so please be sure to include all education and work experience for consideration.

Louisiana is a State As a Model Employer (SAME) that supports the recruitment, hiring, and retention of individuals with disabilities.

The Office of the Lieutenant Governor and the Department of Culture, Recreation and Tourism are participants in the E-Verify system for identification and employment eligibility purposes. Louisiana as a State, is a Model Employer for People with Disabilities.

* Information to support your eligibility for this job title must be included in the application (i.e., relevant, detailed experience/education). Resumes will not be accepted in lieu of completed education and experience sections on your application. Applications may be rejected if incomplete.*

For further information about this vacancy, contact:

Pacee Wallace

Department of Culture, Recreation, & Tourism

1051 N. 3rd Street

Baton Rouge, LA 70802

Phone: [phone]

[e-mail]