What are the responsibilities and job description for the Administrative Coordinator position at Field Museum?
Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.
The Administrative Coordinator is an essential role that serves as the primary point of contact for out-of-state school groups, performance school groups, and all tourism and group sales partnership reservations. Their contribution is invaluable in delivering successful Group Sales visits. The Administrative Coordinator manages group operations from the initial inquiry to the final execution and through departure. Additionally, they provide vital support to the Sr. Director of Business Enterprise and the TGS Marketing Contractor by efficiently organizing and managing data, keeping accurate records of bookings and revenue, promptly responding to emails and phone calls, assisting with reservation requests, managing internal reservation requests, and ensuring seamless bookings for tours and specialty products offered by TGS.
Duties and Responsibilities:
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- Provide prompt response to group sales inquiries via email, phone, and voicemail monitoring
- Manage all aspects of group visits, including hotel and marketing partner requests, admission tickets, arrival and departure coordination, lunch, and performance spaces, food service orders, tours, staffing, and review of musical pieces performed
- Manage financials for all group and tour bookings, including payment approvals, expense transfers, and invoicing to marketing and hotel partners, along with other financial tasks as needed
- Selling and fulfilling birthday party inquiries, including reservations, billing, staffing, food and beverage coordination, tours/activities, and arrival/departure coordination
- Act as a liaison for service issues with vending partners when the Senior Director of Business Enterprise is unavailable
- Other duties as assigned by Sr. Director of Business Enterprise and Tourism/Group Sales Team
Qualifications:
- High School Education or GED Required
- Knowledge of standard business/financial processes necessary
- Knowledge of the hospitality and tourism industry a plus
- Understanding of not-for-profit business atmosphere, a plus
- Ability to make decisions and problem-solve with little oversight
- Excellent verbal and written communication
- Professional appearance and demeanor
- Attention to detail with the ability to work on multiple projects at once
- Good organizational skills
- Computer proficiency required with knowledge of Microsoft Suite products
- Ability to spend up to 4 hours at a time of standing and walking
- Ability to work evenings, weekends, and extended hours required
Important Note: In order to protect the health and safety of our employees, guests and their families, the Field Museum is requiring all employees to be fully vaccinated against COVID-19. Requests for exemptions from the vaccine will not be considered as given the nature of this position, we are unable to provide an accommodation for anyone who has not been vaccinated.
The Field Museum is an equal opportunity workplace and employer. We are committed to equal employment opportunity regardless of race, color, ancestry, religion, sex, national origin, sexual orientation, age, citizenship, marital status, disability, gender identity, Veteran status, or any other protected class. We strive to create a working environment that is free of all forms of discrimination and one that promotes human dignity and mutual respect among all staff. We believe every member of our organization enriches our diversity by exposing us to a broad range of ways to understand and engage with the world, to identify challenges, and to discover, design, and deliver solutions.
The Field Museum strives to ensure that our career website and recruiting process are accessible to all. If you are unable or limited in your ability to use or access our online application, or if you require reasonable accommodation in completing this application, interviewing, completing any pre-employment testing, or otherwise participating in the employee selection process, please direct your inquiries to accessibility@fieldmuseum.org.
