Education Program & Reservations Coordinator

Virginia Living Museum, Inc.; Newport News (VA); Hybrid; USD 22,000 - 33,000; Part time

Job summary

Virginia Living Museum seeks a part-time Education Program & Reservations Coordinator to support school, public, and private reservations. The role assists in admissions revenue, aligns with the museum's strategic goals, and reports to the Senior Director, Guest Engagement.

The ideal candidate has strong customer service and database skills, familiarity with Altru CRM, and the ability to manage multiple tasks with calm under pressure. Evening/weekend work may be required.

Qualifications

• Outgoing, friendly, confident personality and commitment to guest service.
• Two years of database experience and scheduling responsibilities.
• Experience with Microsoft 360 and Google Workspace.
• Familiarity with a CRM; Altru experience preferred.
• Self-motivated with minimal supervision and strong communication.
• First Aid certification or willingness to obtain it at museum expense.

Responsibilities

• Be a positive, enthusiastic representative of the Virginia Living Museum.
• Provide administrative support for Guest Engagement and Education staff.
• Book parties, group tours, and other tours including the planetarium.
• Coordinate reservations by phone, email, and in person for school and public programs.
• Prepare and email confirmations; assist with arrivals and inquiries.
• Track attendance statistics and prepare reports as requested.
• Prepare invoices and track payments; monitor revenue vs. budget goals.
• Maintain reservations calendars and update the Altru system as needed.
• Schedule room use and respond to online reservations requests.
• Support volunteer/intern integration and act as Manager on Duty when required.
• Assist with museum events and other duties as assigned.

Skills

Customer service

Communication skills

Database experience

CRM experience

Attention to detail

Calm under pressure

Tools

Altru

Microsoft 360

Google Workspace

Job description

Description

Status: Part-time, Non-exempt, 14 hours or less/week (on-site)

Department: Guest Engagement

Who We Are

At Virginia Living Museum, we inspire people to discover, care for, and protect the natural world. Home to 1,100+ Virginia native species, we connect with our community through immersive experiences, innovative partnerships, and investments in sustainability.

Accredited by both the Association of Zoos and Aquariums (AZA) and the American Alliance of Museums (AAM), Virginia Living Museum is one of only fifteen institutions in the country to hold both distinctions. Community volunteers outnumber staff by approximately 8:1, extending our reach and strengthening our mission every day. Join this dynamic organizational culture to inspire and connect people with the natural world!

General Statement of Duties

The Education Program & Reservations Coordinator is responsible for assisting in all aspects of the reservations for school, public and private programs. This position assists the Virginia Living Museum’s reservations process to help support the Guest Engagement Department in admission and revenue goals while enhancing each guest experience. This position’s priorities align with the VLM strategic plan's three core initiatives: immersive experiences, innovative partnerships, and investments for sustainability. The Education Program & Reservations Coordinator reports directly to the Senior Director, Guest Engagement.

Qualifications

• Outgoing, friendly, confident personality. Enjoys working with people and is committed to providing exceptional customer service and guest experience. Ability to communicate enthusiasm for the museum and its programs
• Two years of database experience and handling fluid scheduling
• Experience with Microsoft 360, Google Workspace
• Familiarity with a CRM, Altru experience preferred
• Self-motivated with minimum supervision and detail-oriented. Excellent oral and written communication skills. Ability to gracefully handle multiple tasks and people simultaneously
• Must demonstrate good judgment, discretion, and discernment
• Must be able to remain calm and give clear direction in an emergency situation
• First Aid certified or willing to become certified at Museum expense

Duties and Responsibilities

• Be a positive, enthusiastic representative of the Virginia Living Museum
• Provide administrative and office support for Guest Engagement and Education Staff
• Book birthday parties, group tours, curatorial tours and additional specialty tours for Guest Engagement and Education, including the planetarium
• Support the Education Department by scheduling Educational Programs and school groups:
• Coordinate all aspects of reservations by phone, email, and in person for school, public, and homeschool programs
• Prepare and email confirmations
• Assist Guest Engagement with group arrivals
• Provide assistance with GE Associate training on handling birthday party, camp and other inquiries
• Track monthly and annual group, birthday party, and education attendance statistics and prepare reports as requested
• Prepare invoices and track payments
• Track revenue based on budgetary goals
• Maintain and distribute reservations program calendars, including Universal Calendar
• Coordinate and update Altru database system, as needed
• Schedule museum room use (internal and external) in Google and maintain room calendars
• Coordinate online “contact us” email requests sent to [e-mail] by replying or forwarding to the appropriate department
• Update and maintain Reservations Office Standard Operating Procedures Manual
• Integrate volunteers and/or interns into workflows, providing clear guidance and ensuring a positive, meaningful experience
• Act as Manager on Duty (MOD) when required
• Support museum events as needed
• Other duties as assigned

Requirements

• Must be able to hear and speak clearly
• Occasional evening and weekend work required
• Physical requirements include medium work, must be able to lift up to 30lbs comfortably
• Must be able to stoop, kneel, crouch, crawl, reach, push, pull, lift, grasp, feel, and utilize repetitive motions

Supervision Exercised: None

This job description in no way states or implies that these are the only duties to be performed by this employee. The position will be required to follow any other instructions and to perform any other related duties as assigned by the appropriate Supervisor/Director. Virginia Living Museum reserves the right to update, revise or change the job description and related duties at any time.