Reservations & Administrative Coordinator

The San Diego Natural History Museum is seeking a detailed and customer-service oriented individual to coordinate program reservations and support the activities of the Museum’s Education and Engagement department. Reporting to the Senior Manager of Education, the position is responsible for school, camp and public group/program registrations; managing invoices, scholarships and departmental purchasing; and providing additional support for the overall department.  

Reservations Coordinator (80%) 

• Process sales and reservations for group visits.
• Track school and informal groups and complete all necessary reports.
• Collaborate with volunteer groups to book tours, outreach and nature hikes.
• Communicate with teachers and clients to answer questions, share program information, make recommendations, book programs, and send confirmation materials, ensuring visit details are accurate.
• Update and manage school and group sales collateral materials.
• Maintain group sales calendars and inform staff of visits that impact their department.
• Manage program, staff, and classroom booking calendars, and communicate program needs across departments at the museum.
• Schedule education staff and reserve rooms/materials for programs.
• Create attendance and financial reports based on group bookings. Act as a liaison to volunteer groups (Canyoneers, Docents, NATuralists) with logistics as related to public programs.
• Act as lead greeter for school groups to welcome and provide Museum manners upon arrival.
• Foster connections with schools, teachers, parents/caregivers, and other group booking contacts.
• Manage group sales invoices and reimbursements.
• Send programmatic evaluations to program participants; compile and prepare summarized data for analysis.
• Track and administer the Museum’s Access Fund for Title I schools and camp scholarships.
• Process camp registration forms and assist with summer camp check-in; create detailed participant rosters.

Education Department Support (20%) 

• Coordinate use of meeting spaces and learning labs as needed
• Coordinate all purchasing for the Department.
• Provide consistent and excellent customer service to guests, members, staff, and all other constituents .
• Provide staff break coverage during camps.
• Order and coordinate lunches for camp scholarship recipients.
• Assist with departmental events, including the annual educator appreciation night.
• Assist with program set-up and maintenance of supplies.
• Perform other duties as assigned.

QUALIFICATIONS: 

• 2+ years of customer service experience
• College degree or 2+ years of related experience
• Intermediate to advanced Microsoft Office skills, including Excel
• Experience with a database-driven CRM and POS, Altru and Intacct experience preferred
• Strong math aptitude
• Highly organized and detail oriented
• Professional demeanor, reliable, and hardworking
• Ability to learn processes, procedures, and information quickly
• Comfortable with public speaking and leading small groups
• Ability to provide excellent customer service to diverse stakeholders
• Excellent oral and written communication skills
• Bilingual in English/Spanish is a plus
• Must pass background check and Live Scan screening

This is a full-time, non-exempt position. Occasional weekend and evening work may be required.  

The position includes benefits such as health insurance, vacation, sick-time, 15 paid holidays, free admission into all of Balboa Park’s museums, and more. 

Pay: $22.50 per hour (non-exempt)