School Group & Scheduling Coordinator at University of Tulsa in Tulsa, OK

Job description

Position Overview As Gilcrease Museum prepares for reopening, the School Group & Scheduling Coordinator will establish and manage the systems, processes, and logistics that support school visits, camps, and other Learning & Community Engagement programs. This role serves as the operational lead for scheduling across all youth-focused programming, with responsibility for reservation and registration workflows, scheduling standards, and cross-departmental coordination. Reporting to the Manager of School & Family Programs, this coordinator oversees the day-to-day administration of these functions and exercises independent judgment to support efficient operations and high-quality participant experiences. What You’ll Do School Group Coordination & Visitor Support Cultivate ongoing relationships with school administrators, educators, and community partners to support repeat engagement and long-term participation Manage ongoing communication with teachers, school administrators, and group organizers throughout the reservation and visit-planning process, serving as the primary museum contact for school and educational group experiences Manage school group scheduling operations, including reservation workflows, scheduling standards, documentation procedures, and coordination of program availability, capacity, staffing, space, and other logistical requirements Manage pre-visit planning, confirmations, registration details, and logistical preparations to support successful school group visits Welcome and support groups on-site as needed, coordinating with appropriate museum teams to resolve issues and facilitate smooth arrivals, transitions, and overall visitor experiences Camp & Program Administration Oversee camp administration, including enrollment management, participant records, capacity planning, waitlist management, and communication workflows Serve as the primary point of contact for families and participants regarding registration, enrollment, and program logistics, independently resolving registration and enrollment issues within established program parameters Evaluate scheduling, registration, and customer service processes; recommend and implement improvements that increase efficiency, accessibility, and participant satisfaction Maintain confidential participant records and required program documentation, including registration forms, waivers, emergency contact information, and attendance records, in accordance with institutional policies and risk-management procedures related to youth programs Operations, Scheduling, & Systems Management Serve as the departmental lead user and administrator for museum scheduling, registration, and reservation systems, with responsibility for configuring and maintaining program, camp, and school group registrations; ensuring accurate program information, capacity limits, pricing, enrollment settings, scheduling parameters, and related data Lead cross-departmental coordination of scheduling and operational logistics for youth-focused programming, working with Facilities, Visitor Experience, Security, Group Sales, and other museum teams; exercise independent judgment in resolving scheduling conflicts and balancing program requirements, group needs, capacity, space availability, and other operational considerations Oversee Learning & Community Engagement activities within the museum master calendar, monitoring scheduling needs and coordinating updates, conflicts, and operational requirements with appropriate museum teams Process invoices, payments, attendance records, and other program documentation; identify and resolve discrepancies related to assigned programs and registrations Generate, analyze, and maintain reports related to registration, attendance, enrollment, participation trends, and capacity utilization to inform program planning, evaluation, and operational decision-making Departmental Support & Collaboration Maintain comprehensive knowledge of Gilcrease Museum’s school programs, tou