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Job Title: Reservations Coordinator, Reserve
Department: Conservation Education & Science (CESD)
Reports To: CESD Office Manager
Reviewed: September 2023
FSLA Status: Non-Exempt; 16 hours per week
Compensation: $14.60 per hour
Summary of the Role
Processes reservations for on- and off site-school and public programs, and other educational activities offered by the Museum. Assists customers with their questions and reservations. Manages the training and scheduling of volunteer school greeters. Executes administrative, clerical, database, customer service and communications functions of ASDM’s Education department by performing the following duties.
Essential Duties and Responsibilities include the following. Other duties may be assigned.
- Answers phone and email inquiries about Museum educational programming. Communicates with teachers signing up their classes, parents signing up their children, and adults signing themselves up for classes/trips.
- Collects and records receipts of payments for educational programming, uses accounting codes, and records deposits. Adheres to accounting processes and keeps track of purchase orders.
- Communicates with other departments about CESD programs and activities. Reserves on-site classroom space for various departments and arranges for support services to facilitate presentation of special activities.
- Provides information regarding reservations, payment, and content for multi-day trips, camps, classes, workshops, field trips, and other educational programs.
- Provides instruction, coaching, and coordinates work of volunteers.
- Registers groups and individuals for participation in programs, enters registration information in multiple computer reservation systems, and contacts participants prior to program dates to confirm registration and provide preparatory information.
- Works with three or more software systems (registration program, payment processing and admissions program, record keeping programs). Troubleshoots any issues that may arise with bookings or reservations. Provides support to customers who may need to amend or cancel a reservation, or need guidance in registering on-line.
- Maintains records of participating groups, fees received, and other data related to educational programs for use in preparation of department reports. Assists in end of month reporting and allocation for grant funds in relation to all educational programming.
Supervisory Responsibilities
This job has no supervisory responsibilities.
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Please note: Application review will begin immediately and will continue until the position is filled. Be prepared to include contact information for two professional references while completing your job questionnaire. Resumes should not be submitted without a completed questionnaire. If offered a position, you will be required to successfully complete a pre-employment drug screen and criminal background check as a final condition of employment.
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Education and/or Experience
High school diploma or general education degree (GED); with at least one year of related experience and/or training; or equivalent combination of education and experience.
Language Skills
Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization.
Mathematical Skills
Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to calculate discounts, compute rate, ratio, and percent and to draw and interpret bar graphs.
Reasoning Ability
Ability to apply common sense understanding to interpret a variety of instructions furnished in written, oral, typed, texted, diagram, or schedule form. Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
Computer Skills
To perform this job successfully, an individual should be proficient in the use of Windows based computer software including MS Word, MS Teams, Outlook, Excel spreadsheets software, internet software such as google docs and sheets, and Member services software applications and generate reporting. Experience using Zoom or other virtual means of meeting and/or trainings preferred.
Other Skills and Abilities
- Excellent phone, email, and verbal etiquette and communication skills
- Hospitable, articulate, patient, responsible, good listener, attention to detail, deadline oriented, and follows through on commitments.
- Maintains a high level of customer service and issue resolution
- Understands and adheres to proper accounting policies and procedures
- Researches as necessary the billing and purchase order process, to ensure completeness of payment cycle.
- Multi-tasking and time management skills, with the ability to prioritize and work independently
- Strong computer proficiency
- May require flexible working hours for events and special programs
Physical Demands
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 position, the employee is regularly required to sit; use hands to type, finger, handle, or feel; reach with hands and arms, and talk or hear. The employee is occasionally required to stand; walk; climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision, and ability to adjust focus.
Work Environment
The work environment characteristics described here are representative of those an 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 above description reflects a general overview of the responsibilities, reporting relationships and position requirements for this job classification. It is not intended to be a complete description of all duties and requirements that may be inherent in the position.
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IDEA Commitment
The Arizona-Sonora Desert Museum is committed to fostering a welcoming space and a diverse, inclusive team that reflects the communities in which we live and work. We understand that inclusion, diversity, equity, and accessibility (IDEA) are integral to the fulfillment of our mission, and to our success as an organization. We are working to build the structures, policies, hiring practices and organizational culture that ensure representation and opportunity for all, and create an environment of belonging where everyone feels respected, safe, and understood. As we continue to engage in this work, we are integrating the core values of IDEA into our programs, exhibits, communications, and other public offerings. Valuing each other’s differences brings us together to create a thriving workplace and fair work culture, allowing us to fulfill our mission more effectively.
We believe inclusion is everyone’s responsibility. Ways in which our commitment is demonstrated include continuous development, modeling inclusive behaviors, and proactively addressing bias. Visit the Arizona-Sonora Desert Museum’s IDEA page to learn more.
The Museum’s IDEA Coalition consists of staff members who are driving our efforts to build a culture where people feel they belong and have a voice.
ABOUT US
The Arizona-Sonora Desert Museum is a non-profit institution dedicated to the conservation and research of the Sonoran Desert region with the goal of making the Sonoran Desert accessible, understandable and valued. We are a fusion experience zoo, botanical garden, aquarium, art gallery, natural history museum, and research institute. The Association of Zoos & Aquariums has recognized the Desert Museum for over 25 years of continuous accreditation.
The mission of the Arizona-Sonora Desert Museum is to inspire people to live in harmony with the natural world by fostering love, appreciation, and understanding of the Sonoran Desert.
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