Group Sales Coordinator

Apply for Job Job ID 367461
Location Twin Cities
Job Family Administration-General
Full/Part Time Full-Time
Regular/Temporary Regular
Job Code 7208S1
Employee Class Civil Service
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About the Job

Bell Museum

Pay range: $24.91- $26.38 / Hour

This is a full-time Civil Service

Working hours : This is a 100% time position, working 40 hours a week, Monday- Friday.

Working location: This position needs to be in-person at the Bell Museum's Larpenteur Avenue location Tuesday- Friday from at least 8:30 - 12:00 PM. Flexibility outside of these hours is negotiable.

The Group Sales Coordinator supports the mission of the Bell by overseeing the process of booking onsite and virtual programs for schools, early childhood centers, camp groups, and other community organizations. By providing excellent customer service, the Group Sales Coordinator is critical in welcoming audiences of all ages and backgrounds to be inspired by nature and empowered by science. The person in this position needs to weigh multiple factors in booking, including availability of space, capacity of different types of programs, age of the participants, and multiple groups visiting at the same time to make sound judgements in scheduling.

The Group Sales Coordinator is also responsible for administering and creating new processes and modifying communications for booking as offerings and activities change. This position ensures that groups receive timely and informative communications and that all groups have a positive visit or virtual program that meets their goals. The Group Sales Coordinator reports to the Director of Operations and supervises 1 full time and 1 part time Group Sales Assistants.

This is a 100% time position, working 40 hours a week, Monday- Friday. This position needs to be in-person at the Bell Museum's Larpenteur Avenue location Tuesday- Friday from at least 8:30 - 12:00 PM. Flexibility outside of these hours is negotiable.

Major Areas of Accountability (with percentages)

40% Group Sales Customer Service
•  Communicate with group leaders over email, in writing, and via telephone conversations as needed.
•  Ensure that email and phone inquiries from K-12 educators, homeschools, and community groups are answered promptly and accurately.
•  Assist K12 teachers and group leaders in finding the most programmatically relevant and economically appropriate way to access the Bell-whether it is visiting our facility, having a virtual program, or hosting the Bell at their location.
•  Communicate with teachers who have accessibility needs for a visit to find out what would make an experience successful; coordinate delivery of access resources in collaboration with the Visitor Services and Accessibility Manager and education staff.
•  Ensure that the "day of visit" phone is monitored (onsite) - 8:30 - 12:00 PM Tuesday-Friday. Text groups and for arrival times and numbers on the day of the field trip.
•  Act as a representative of the museum at events such as school field trip activity fairs.
•  Provide feedback to the marketing department on group/field trip-related marketing materials. 25% Group Sales Policy and Process Management
•  Responsible for generating over $110,000 in earned revenue by overseeing the processes of the booking of groups.
•  Collaborate with the School Programs Coordinator to design and manage group visit schedules that will be accessed by multiple employees.
•  Work closely with school programs team staff as programming decisions are being made to provide insight and data on what teachers and leaders are asking for and able to do.
•  Create, develop and maintain templates and procedures that effectively communicate visit policies to groups and chaperones.
•  Provide feedback and suggestions to the school programs team as needed, based on the experience of booking groups and communicating with group leaders.
•  Oversee the delivery of group visit policies, confirmations, visit reminders and visit evaluations to groups who visit the museum. 20% Data Management
•  Ensure that staff taking reservations are informed about scholarship opportunities and validate scholarship eligibility requirements
•  Create, maintain and improve systems that track and store all details of PreK-12 group visits, including headcounts, scholarship eligibility, type of experience, choice of programming within experience, schedule, accessibility and other order notes
•  Track the annual budget of scholarships- monitor awards to determine when scholarship dollars are all spent from various different funding sources.
•  Continually test and evaluate systems for efficiency and accuracy. Make improvements as needed.
•  Generate reports and contact lists based on the group bookings. 15% Supervision
•  Hire, train and schedule full time, part time, supplemental staff or student staff as needed to assist in handling group visit requests.
•  Provide timely feedback and guidance to employees and offer support where needed.
•  Provide resources and guidance to employees on career path and long term goals.
•  Encourage employees to craft goals that connect to our guiding principles of collaboration, sustainability, inclusion and integrity. Qualifications

Essential / Required Qualifications
•  BA/BS or a combination of related education and work experience to equal four years
•  Demonstrated commitment to inclusion, and providing access and a welcoming environment to a diverse range of people
•  Record of increased responsibility in a ticketing, guest service, or retail setting, including training
•  Experience in booking complex services, appointments, or customized products in a computer system
•  Ability to work across teams and balance the interests of multiple stakeholders with issues arise
•  Collaborative approach to problem solving.
•  Experience supervising the work of others
•  Ability to communicate complex information to people of varied ages and backgrounds
•  Proficiency with spreadsheet software Desired / Preferred Qualifications
•  Two years of experience in a reservation, guest service, or retail setting involving payment card acceptance
•  Experience communicating or working with educators and camps, demonstrated by the ability to anticipate their needs
•  Experience with Audience View or other ticketing software
•  Experience supervising front-line guest, customer, or visitor service representatives
•  Skill in organizing data and using data to track trends
•  Experience with pivot tables, spreadsheet functions, and/or macros About the Department

The Bell ignites and sustains curiosity for nature and the universe. The Bell Museum envisions a hopeful future where all are inspired by nature and empowered by science.
The Bell Museum is Minnesota's official natural history museum, established by the legislature in 1872 and held in trust by the University of Minnesota. For over a century, the museum has preserved and interpreted our state's rich natural history and served learners of all ages. Additionally, our scientific collections contain over one million specimens, representing every county in Minnesota and various locales around the globe, and the Whitney and Elizabeth MacMillan Planetarium expands the mission to the universe and points beyond.

The new Bell Museum facility opened in 2018 and welcomed over 230,000 members of the community through our doors that year. Since opening the new museum, the Bell has continued to be recognized as a leader and innovative, providing world-class exhibition and visitor experiences and STEM education programs committed to our mission of igniting curiosity and wonder, exploring our connections to nature and the universe, and creating a better future for our evolving world.

We are looking for individuals to join our team who are inspired by our mission to ignite and sustain curiosity for nature and the Universe and achieve our vision of a hopeful future where all are inspired by nature and empowered by science. We believe that difference is a strength and are looking for candidates who reflect and respect diversity. We encourage you to apply for the position even if you do not believe you meet every qualification.

Pay and Benefits

Pay Range: $51,812.80 - $54,870.40 annually ($24.91 - $26.36 per hour); depending on education/qualifications/experience

Time Appointment :100% Appointment

Position Type :Civil-Service & Non-Faculty Labor Represented Staff

Please visit the Office of Human Resources website for more information regarding benefit eligibility.

The University offers a comprehensive benefits package that includes:
•  Competitive wages, paid holidays, and generous time off
•  Continuous learning opportunities through professional training and degree-seeking programs supported by the Regents Tuition Benefit Program
•  Low-cost medical, dental, and pharmacy plans
•  Healthcare and dependent care flexible spending accounts
•  University HSA contributions
•  Disability and employer-paid life insurance
•  Employee wellbeing program
•  Excellent retirement plans with employer contribution
•  Public Service Loan Forgiveness (PSLF) opportunity
•  Financial counseling services
•  Employee Assistance Program with eight sessions of counseling at no cost . click apply for full job details