School Group & Scheduling Coordinator

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, tours, camps, and educational offerings, scheduling requirements, and registration procedures to support operational decision-making and external communication
• Manage operational and logistical needs for Learning & Community Engagement programs, events, and special initiatives, resolving operational issues and implementing adjustments as needed to support successful program delivery
• Represent Gilcrease Museum at conferences, professional meetings, community events, and other relevant outreach opportunities
• Perform other duties as assigned

Required Qualifications

Knowledge, Skills, and Abilities

• Strong organizational and logistical planning skills, with the ability to independently manage complex schedules, competing priorities, and operational requirements across multiple programs and museum departments
• Exceptional attention to detail and demonstrated ability to maintain accurate records, registrations, system data, documentation, and communications
• Experience using and administering registration, scheduling, ticketing, CRM, or database systems, including maintaining system data, troubleshooting issues, and developing or improving related workflows and procedures
• Demonstrated independent judgment, flexibility, and problem-solving skills to resolve scheduling and operational challenges, balance competing needs, and respond effectively to changing circumstances and priorities
• Strong customer service, interpersonal, and communication skills, with the ability to build effective relationships and represent Gilcrease Museum professionally with educators, families, group organizers, community partners, and internal stakeholders
  

Equivalent Education & Experience

• Bachelor's degree from an accredited college or university in museum studies, education, arts administration, business administration, communications, nonprofit management, hospitality, event management, or a related field; or an equivalent combination of education and relevant experience
• One to three years of experience coordinating programs, events, registrations, group visits, customer service operations, or related program or operational functions
• Experience working with schools, families, youth-serving organizations, museums, cultural institutions, camps, or nonprofit organizations preferred
• Multilingual ability, particularly Spanish, is a plus
  

Physical Requirements

• Office-based within the Gilcrease Museum campus with regular on-site presence in support of school visits, camps, programs, and special events
• Ability to stand, walk, and speak for extended periods while supporting visitors and programs
• Ability to communicate effectively in person, by phone, and through electronic communication.
• Occasional lifting or moving of items (e.g. supplies for programming activities)
• Occasional evening or weekend availability and travel may be required based on program and operational needs, including attendance at conferences, professional meetings, community events, and other museum activities

Why This Role Matters

This role helps create welcoming, organized, and meaningful experiences for students, educators, families, and community groups by connecting them to the people, programs, and stories of Gilcrease Museum.

• Manage the full registration process for school group visits, from inquiry to confirmation.
• Develop and maintain detailed schedules for tours, workshops, and special events.
• Coordinate with campus departments to secure facilities, staff, and resources for each visit.
• Communicate clearly with school administrators, teachers, and families regarding logistics and expectations.
• Prepare and distribute pre‑visit materials, itineraries, and safety guidelines.
• Provide on‑site support during visits, addressing any issues promptly.
• Track attendance, collect feedback, and generate post‑visit reports.
• Maintain accurate records in the department’s scheduling and registration system.
• Assist in marketing the university’s programs to schools and youth organizations.
• Collaborate with the 382‑Programs team to improve processes and enhance visitor experiences.

• Bachelor’s degree or equivalent combination of education and relevant experience.
• Minimum of 1 year of experience coordinating programs, events, group visits, or registrations.
• Demonstrated experience working with schools, families, or youth‑serving organizations.
• Strong organizational and multitasking abilities.
• Excellent written and verbal communication skills.
• Proficiency with scheduling software and Microsoft Office Suite.
• Customer‑service oriented with a friendly, professional demeanor.
• Ability to work flexible hours, including occasional evenings or weekends for events.
• Detail‑oriented with strong problem‑solving skills.
• Team player who can collaborate across multiple university departments.