Museum Group Visit Coordinator

JOB SUMMARY:

The RISD Museum was founded on the belief that art, artists, and the institutions that support them play pivotal roles in promoting broad civic engagement and creating more open societies. As one of the three largest university art museums in the United States, the RISD Museum is a place for investigation, transformation, and creative process. The RISD Museum is committed to connecting a diverse public with a collection of art and design from the ancient past to the present day. The Museum Security Office is an essential part of the museum operations.

Coordinate and implement on-site and virtual group visit programs that connect diverse constituencies with the RISD Museum’s collection. Provide assistance and ongoing communication necessary for efficient operations and a positive visitor experience for groups. 

ESSENTIAL FUNCTIONS/DUTIES:

• Complete group visit bookings by communicating with K-12 teachers, faculty, and community group leaders regarding their needs and schedules, and coordinate with staff in various internal departments as needed. Coordinate with staff in education, events, curatorial, conservation, installation, registration, security, custodial, and Director’s Office departments to complete bookings. Works closely with other managers of volunteer staff in education to ensure timely communication and, as needed, follow-up with volunteers who staff guided visits.

• With a detailed understanding of the Museum’s programs and schedules, enter and maintain data related to program scheduling in the ticketing and admissions database system. Maintains request forms on the RISD Museum website for K-12 school visits, college class visits, after-school/camp visits, and adult group visits. Understanding of project management software and the ability to communicate clearly with different constituents within this framework. Advanced technology competency preferred.

• Send confirmations and propose alternative solutions for potential space conflicts with groups.

• Regularly be present for group arrivals in the Museum lobby spaces. Responsible for orienting self-guided groups as needed and supporting the in-person check-in process for groups in collaboration with Visitor Services desk staff.

• Occasional coverage of the Visitor Services Desk as needed.

• Collaborate with the Museum’s Director of Education in Academic Programs to schedule self-guided college classes and record them appropriately. Manage, assign, and record staffing for docent-led experiences for K-12, after-school, and adult groups. Provide regular, clear communication with volunteer and on-call education staff in partnership with the Museum’s Director of K-12 and Teacher Programs to ensure strong follow-up and confirm that all needs are filled.

• Create and update constituent records as needed based on information provided in requests.

• File and organize group confirmation letters and group reference materials, supporting Museum record-keeping and the maintenance of group resources.

• Answer questions and handle last-minute group-visit-related logistics, details, arrangements, and/or changes as needed. Participate in weekly internal logistical meetings with staff.

• Advance growth of group visit attendance and revenue in partnership with the Visitor Services Manager, as indicated by the Museum’s strategic plan priorities. 

• Performs all other duties as assigned.

MINIMUM QUALIFICATIONS:

• A high school diploma and a minimum of one (1) year of experience in administrative support and customer service-oriented tasks are required.

• An equivalent combination of education and experience may be substituted for the minimum educational requirement.

KNOWLEDGE, SKILLS, AND ABILITIES:

• Experience coordinating and scheduling with both internal and external stakeholders; demonstrated strength in both verbal and written communication.

• Ability to present with a professional demeanor and excellent interpersonal skills.

• High competency with computer and software skills, including knowledge of general office software required (i.e., Google applications and Microsoft Office).

• Experience with database systems strongly preferred (Altru or other Blackbaud applications helpful but not required).

• Strong ability to balance priorities and organize work.

• Ability to work effectively both independently and cooperatively in a team setting, and act responsively in a timely manner.

• Ability to take responsibility for completing tasks independently.

• Ability to focus and establish priorities. 

• Ability to compose letters related to tasks.

• Ability to deal appropriately with confidential information.

• Commitment to supporting an inclusive work environment and the ability to work respectfully and effectively across differences in background, role, and perspective.

PHYSICAL REQUIREMENTS:

• Sitting: Extensive sitting at a desk or computer workstation, often >50% of the workday.

• Computer Use: Frequent, repetitive keyboarding and mouse usage.

• Vision: Close vision (20 inches or less) to view computer monitors, read, and interpret documents.

• Lifting/Carrying: Light physical effort, usually restricted to lifting files, office supplies, or small equipment (typically 5-10 lbs. or less).

• Mobility: Occasional walking and standing, reaching, filing, and bending.

• Communication: Talking and hearing to communicate in person or over the phone.

WORK ENVIRONMENT:

• Office and art museum environment.

• Low to moderate noise levels.

• Eligible for a hybrid work arrangement.

SUPERVISORY RESPONSIBILITIES:

• No supervisory responsibilities.

UNION:

No

WORK SCHEDULE & MODALITY:

Full-time, 35 hours per week. Hybrid Eligible

EMPLOYMENT STATUS (Temp, Term, On-call, etc)

Regular, Full-Time, Non-Exempt

GRADE:

815NE

DOCUMENTS NEEDED TO APPLY:

Resume (Required)

Cover Letter (Required)

Salary Grade Structure

Incomplete applications will not be considered. Please upload all required documents.

The successful candidate will be required to meet our pre-employment background screening requirements.

RISD recognizes diversity and inclusivity as fundamental to its learning community and integral to an art and design education. We welcome candidates whose experience has prepared them to contribute to our commitment to diversity and excellence. RISD is an Equal Opportunity Employer. Employment decisions are made without regard to race, color, religion, sex, age, national origin, disability, veteran status, sexual orientation, gender identity or expression, genetics, or any other protected characteristic as established by law.