Education Assistant

Japanese American National Museum; Glendale (CA); On-site; USD 42,000 - 54,000; Full time

Job summary

Japanese American National Museum is seeking an Education Assistant to schedule and coordinate group visits, outreach, and volunteers. This role supports the Education Unit and works with teachers and administrators to ensure smooth school visit programs.

The position requires strong communication, organization, and data-tracking skills, with occasional weekend/evening events. It is a full-time role based in Glendale and offers opportunities to participate in museum-wide activities.

Qualifications

• High School Diploma required; Bachelor’s degree preferred or equivalent experience.
• At least one year in a customer service role; experience in nonprofit/education beneficial.
• Strong communication, organization, and data entry skills with attention to detail.

Responsibilities

• Schedule and oversee logistics of group visits, on-site and outreach as needed.
• Ensure adequate volunteers for on-site group visits.
• Communicate with Education staff, tour leaders, teachers, and administrators to coordinate visits.
• Maintain group tour/outreach schedule in Altru and Google Calendar.
• Track attendance and revenue related data for programs.
• Prepare supplies for daily visits and coordinate classroom setups with Facilities.
• Assist in Education Unit activities, including workshops, virtual visits, and partnership programs.

Skills

Customer service

Communication

Teamwork

Attention to detail

Scheduling

Education

High School Diploma

Bachelor’s degree preferred

Tools

Altru

Google Calendar

MS Office

Asana

Google Drive

Job description

The role of the Education Assistant involves the day-to-day scheduling and coordination of the activities of the Group Visits Programs. On Monday through Friday, this will involve scheduling group visits, outreach visits, volunteer docents and facilitators, preparing materials for daily visits, and maintaining the group tour schedule on Altru and in Google Calendar. This position may be asked to work occasional weekends or evening education events as scheduled. This position will work closely with staff, museum volunteers, and school teachers and administrators to ensure smooth execution of school visit programs. The Education Assistant works in close collaboration with colleagues in the Education Unit and Volunteer Office. Anti-bias and anti-racist teaching must be promoted. Position is Full-Time for up to 40 hours a week.

• Schedules and oversees detailed logistics of group visits. This includes on-site school visits and may include some support of classroom outreach visits.
• Ensures adequate volunteers are available for on-site group visits.
• Maintains detailed communication with Education Department staff and group tour leaders to schedule and coordinate group visits.
• Corresponds with teachers and school administrative offices as necessary to schedule visits and make arrangements for off-site visits to schools. This includes communication regarding arrival procedures, classroom set-up, technology needs, and payment for visits.
• Maintains museum group tour and outreach schedule in Altru and Google Calendar.
• Tracks data, including attendance figures and revenue generation for the group visit and outreach program.
• Approves bus funding, tracks bus funding, and processes incoming invoices and admission payments for school groups.
• Prepares supplies and materials for daily school and classroom visits and communicates with the Facilities Department to ensure appropriate classroom set-ups to suit visit needs.
• Assists in other activities and projects of the Education Unit as appropriate, including but not limited to education workshops, virtual visits, and partnership programs.
• Staff members must be able to work with visitors of all ages to support the various events sponsored by the Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year:
  • JANM’s Gala and Online Auction—(off-site) typically held in the Spring (April-May)
  • JANM’s Oshogatsu Family Festival (usually 1st Sunday in January)
  • JANM’s Natsumatsuri Family Festival (Saturday in August)

This list is not exhaustive and may be supplemented as necessary.Incumbent will perform related duties as assigned.

Knowledge, Skills, and Abilities

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions outlined above.

Education

High School Diploma, Bachelor ’ s degree preferred from an accredited college or university; or an equivalent combination of education and experience.

Experience/Knowledge

At least one year of experience working in a customer service role. Administrative assistant experience in a non-profit, volunteer-centered organization and experience in an education or customer service role in a museum is beneficial. Understanding of basic principles of volunteer management. Professional phone and email manner is essential. Ability to discern how to prioritize, plan, and manage tasks according to firm deadlines, clearly communicate delays, and respond to requests in a timely manner is required. Being able to work well in a team as well as working independently is imperative. Strong proofreading skills and attention to detail are critical. Willingness to learn and apply new skills. Demonstrate commitment and flexibility at all times in order to ensure high-quality service. Ability to adjust and provide appropriate action when an unanticipated need arises. Knowledge of Japanese American history and culture a plus.

Communication

Has excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers, and the general public. Must be able to communicate clearly in writing and verbally. Must be able to efficiently and accurately input data into documents and programs such as spreadsheets, Google calendars, and Altru (JANM’s ticketing system). Is able to read, write, and comprehend routine reports and correspondence, including safety rules, operating and maintenance instructions, and procedural manuals. Ability to write routine reports and correspondence. Is able to effectively present information in one-on-one and small group format and large group format. Ability to work cooperatively cross-departmentally to meet organizational goals.

Computer

Is computer literate, Internet savvy, and experienced with MS Office, Google Calendar, Gmail, and Google Drive preferred. Familiarity with Asana is beneficial. Accuracy and attention to detail are essential.

Math

Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

Reasoning

Ability to act on own initiative, making consistently sound decisions. Must be able to comply with institutional policies and procedures. Ability to perform effectively under conditions of fluctuating workload. Ability to make practical decisions and solve problems, adapt to change and communicate effectively. Ability to carry out instructions furnished in written, oral, or diagram form and articulate challenges and request support where needed. Reliable follow-through on assigned projects in a complete, well-conceived, and timely manner.

Physical

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.

The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.

The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.

The Education Assistant position is a regular, full-time position. Please note, however, that this is an at-will position, meaning that your employment may be terminated at any time, with or without notice, and with or without cause. There is, in other words, no guarantee that you will be employed until any date in the future.

REPORTING RELATIONSHIPS

Reports To: Director of Education

Positions Supervised: No Staff; Directs volunteers in Education Unit