We Are Committed to an Inclusive Workplace

At the Philadelphia Museum of Art, we actively seek to employ a diverse group of people who embody our organizational values. We welcome and encourage individuals of all backgrounds to apply, especially those from marginalized and underrepresented groups in the museum field, who are inspired by our shared purpose and enjoy working collaboratively with others.

We are proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to age, ancestry, citizenship or immigration status, color, disability, ethnicity, familial status, gender identity and/or expression, genetic information, marital status, national origin, race, religion, sex, sexual orientation, veteran status, or any other protected status. 

How You Will Contribute

The Administrator of Student and Educator Programs plays a crucial role in the success of the Student and Educator Engagement (SEE) Department’s goal to increase engagement with PreK-12, teen, university, and educator audiences. The Administrator is responsible for handling all administrative aspects of SEE programs including scheduling tours and managing reservations, external and internal communication, invoicing and processing payments, tracking data, and staff coordination. Serving as the primary contact between the museum and the educational community, the Administrator provides exceptional customer service and maintains strong relationships with teachers, administrators, and other stakeholders. Additionally, the Administrator communicates and collaborates with SEE staff and across museum departments to represent SEE’s work and needs and ensure seamless operations.

Specifically, you will:

Scheduling and Reservations:

• Schedule and book all Pre-K-12, homeschool, summer camp, and university tours and programs.

• Input reservations into Siriusware and send confirmations; input online registrations for additional tour programs into Passport System.

• Create invoices for unpaid reservations, process credit card and check payments, process purchase orders.

• Create annual school tour calendar and schedule.

  Communication and Coordination

• Respond to phone calls, emails, and online inquiries.

• Coordinate teaching staff schedules to ensure tour coverage, and track teaching staff schedules, lesson plans, and potential conflicts impacting tours.

• Coordinate and regularly communicate with the Student Center Supervisor, the Student Center Team, teaching staff, and others to manage educational spaces, communicate changes, and ensure seamless group visits.

• Request interpreters as needed.

• Reserve museum space for student and educator programs.

• Process Act 48 credit for teacher programs.

  Cross-Departmental Collaboration:

• Serve as the primary resource to museum staff for SEE-related questions.

• Attend Learning & Engagement Division and SEE Departmental meetings.

• Represent SEE group tours and programs at cross-departmental meetings.

• Collaborate with Finance on coding, booking procedures, and data tracking.

• Prepare monthly, annual, and custom reports as well as post weekly attendance data for Development and other departments.

• Assist with other projects in the Learning and Engagement Division and perform additional duties as assigned.

  Your background and experience include:

• Experience in a professional environment demanding thoughtfulness, diplomacy, and the ability to relate well to people from many different backgrounds.

• Professional demeanor, especially under pressure.

• Excellent customer service skills; friendly, outgoing, and personable manner

• Attention to detail and ability to work accurately under deadline.

• Effective communication skills.

• Ability to meet and solve challenges collaboratively and creatively.

• Familiarity with Microsoft Office products, specifically Outlook, Word, Excel, and SharePoint.  

• Familiarity with museum reservation and financial software including Financial Edge, Raiser’s Edge, Siriusware, and Concur a plus.

  Position and Compensation Details

• The hourly rate for this is $22.86.

• This position is full-time, non-exempt, and 35 hours per week.

• This position is part of the AFSCME Local 397 bargaining unit.

• This position reports to the Director of Student and Educator Engagement.

• Physical requirements:

• Able to remain stationary for extended periods of time, to utilize computers and other office equipment required of this job, to perform physically administrative duties in a typical interior office environment, gallery, or exhibit space, and to access most public and staff areas of the museum campus

• Able to regularly set up, adjust, and operate a computer/keyboard and other office equipment used to generate work/transmit data

• Able to move items up to 50 pounds

• Able to move through crowded public spaces easily for hours at a time to direct student groups throughout the building

• Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

• PA Child Abuse Clearance and FBI Fingerprinting required.

  Institutional Requirements

• Upholds the professional standards of the field, always acts in a manner that is consistent with the best interests of the museum, and protects and enhances its reputation and standing within the community of museums.

• Adheres to the museum's code of ethics and Employee Handbook and avoids any real or perceived conflicts of interest.

• Shows respect for co-workers and visitors and an understanding of and appreciation for the diversity of the museum's staff, volunteers, and audiences.

• Maintains confidentiality.

• Adheres to all museum protocols, procedures, rules, and policies.

  Application Timeline

  Applications will be reviewed on a rolling basis. We encourage candidates to apply early as the position will close once we have a robust applicant pool or a candidate has been selected.

  What We Offer

  Our employees are at the center of the museum. As an employee, you will have access to numerous museum perks including, but not limited to:

• Free general admission to the museum for you and your immediate family

• Discounted guest tickets for admission

• Discounts on gift memberships

• Special staff tours and presentations from our curatorial and conservation teams

• Discounts at the museum restaurant, museum cafés, and museum retail and online stores

  We offer a comprehensive benefits package for employees* including:

• Medical, dental, and vision benefits

• Fully paid short-term disability insurance, long-term disability insurance, and life insurance

• Health savings or flexible spending account program

• Retirement savings program with museum match

• Paid vacation, personal days, sick days, and holidays

  *Eligibility for certain benefits is based on a variety of factors including the employee’s regular schedule and tenure.

   

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