Group Sales Coordinator

Gilcrease Museum is preparing for a landmark reopening following a transformative expansion.

As the Group Sales Coordinator, you will build the Museum’s group sales program from the ground up, playing a pivotal role in creating sustainable revenue and increasing visitation.

Reporting to the Director of Operations, you will lead business development efforts and collaborate with the Visitor Services, Learning and Community Engagement, and Marketing teams to create unique and educational experiences for group visitors. This position will help advance the Museum’s mission and strengthen its reputation as a premier cultural and tourism destination.

Key Responsibilities

• Design and execute the Museum’s group sales strategy by identifying and pursuing high-potential opportunities across local, national, and international markets.
• Establish and maintain relationships with travel trade accounts and partners within assigned markets while maximizing cooperative ticket sales opportunities. Maintain a strong focus on tour wholesalers, tour operators, and emerging clients within the industry.
• Coordinate and manage all phases of group bookings and contracts, including scheduling, securing deposits and payments, coordinating special requests with appropriate departments, ensuring tours are entered into the Museum’s internal venue management system, and following up with customers to evaluate satisfaction.
• Represent the Museum at industry trade shows, conventions, meetings, and other relevant events.
• Collaborate with the Visitor Services team to organize group bookings and enhance museum traffic flow. Welcome arriving groups, facilitate check-in procedures, and serve as a liaison with tour operators and group leaders. 
• Partner with the School Group Coordinator to serve as a trusted “power user” and one of two primary points of contact   for the Museum’s internal venue management system, Arti fax. 
• Coordinate with internal departments to manage scheduling and prevent conflicts. 
• Analyze market trends and identify new sales opportunities while managing group bookings to support an optimized visitor experience.
• Manage assigned accounts and ensure financial transactions are processed accurately and efficiently.
• Manage assigned revenue and expense budgets.
• Ensure group services and offerings are strategically aligned with the Museum’s mission while supporting sustainable and profitable group business.
• Perform all other duties as assigned.

Qualifications

Required

• Bachelor’s degree, or at least two years of sales experience, preferably within the hospitality, tourism, cultural arts, or related industries.
• Strong communication, collaboration, organizational, and time-management skills.
• A customer-centric mindset with a commitment to delivering exceptional visitor experiences.
• Demonstrated financial acumen and the ability to manage budgets and revenue goals.
• Adaptability and comfort working in a fast-paced, evolving environment.
• Ability to build and maintain effective relationships with a wide range of internal and external stakeholders.
• Must possess a valid driver’s license and reliable transportation.

Preferred

• Experience with CRM (Customer Relationship Management) and POS (Point of Sale) systems is preferred.

Work Setting

• This position requires occasional evening and weekend work.
• Some travel will be required, including attendance at tour and travel industry conventions, trade shows, and meetings.
• Occasional outdoor work may be required in support of events and other Museum functions.

About UsThe University of Tulsa is a student-centered research university that cultivates interconnected learning experiences to explore complex ideas and create new knowledge in a spirit of free inquiry. Guided by our commitment to service and inclusion, we prepare individuals to make meaningful contributions to our campus, our community, and our world.
The University endeavors to create and nurture an informed and inclusive environment in its workplace and educational programs. Affirmative action and equal employment opportunity are integral parts of the University not just because they are legally mandated, but because we recognize that the present and future strength of the university is based primarily on people and their skills, experience, and potential. The University does not discriminate in access to, or treatment or employment in, its programs and activities on the basis of race, color, age, religion, sex, sexual orientation, gender identity or expression, national or ethnic origin, veteran status, disability, genetic information, ancestry, or marital status. The University seeks to recruit, select, and promote students, faculty, and all other employees on the basis of individual merit.