Manager of Student Visits

Philadelphia, PA
Full Time
Entry Level
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. 

Reporting to The Constance Williams Director of Student and Educator Engagement, the Manager of Student Visits oversees core operations for PreK-12 and post-secondary group visits. This role ensures a welcoming and accessible learning environment for students and educators by managing all administrative functions and on-site procedures including group reservation systems, student center activities, and stakeholder communication. As part of the Student and Educator Engagement (SEE) department in the Learning & Engagement Division, the Manager leads and supervises the Administrator for Student and Educator Programs and Student Center Assistants, and collaborates with staff to optimize schedules, manage capacity, and improve processes.

Specifically, you will:
 
  • Design and oversee the day-to-day operations of student visits including:
    • Reservation processes for guided and self-guided tours, reservation confirmations, payment processes, and post-tour surveys and reporting
    • Student group and bus arrival/departure procedures and free bus initiative
    • Troubleshooting logistical issues
    • Creating and distributing weekly schedule, tour assignments, and student center activities including scheduling student center assistants, group arrival timetables, and space reservations for lunch
    • Stocking tour supplies, organizing materials, and maintaining overall appearance of student center
    • Working cross-departmentally to advocate and communicate student group schedules and needs, Student Center set-up, and last-minute changes while maintaining positive working relationships
    • Updating student visit program information through the museum’s website, district partners, and other SEE programming
    • Making reminder/confirmation calls to teachers about their upcoming visit and communicating guidelines and policy information
    • Greeting groups as needed.
  • Supervise and support the full-time Administrator of Student and Educator Programs and part-time Student Center Assistants.
  • Oversee the quality of work of the Student Center Assistants to ensure all work tasks and assignments are performed as required and daily tasks are accomplished in a timely manner (including phone reminders to schools, updating group reservation systems, chaperone stickers, maintaining student reception and lunchroom areas etc.).
  • Ensure that Student Center Assistants are well-informed and able to provide information about the museum to visiting school groups and camps.
  • Collaborate with the SEE team to coordinate and administer professional development workshops for PreK-12 grade teachers as well as partnership programs.
  • Track, maintain, and generate records including mailing lists, financial reports, and program participation data.
  • Attend SEE team, Learning & Engagement Division, and cross-divisional operations meetings.
  • Coordinate with VSAs, Security, C-Tech, Construction, Constellation, Educators, and Guides to discuss logistics, group’s needs (e.g. accessibility concerns, parking, teacher requests, etc.), and send daily schedule of school group visits as well as educator tour routes prior and during group's visit.
  • Maintain a broad working knowledge of current museum education and elementary and secondary education practices, approaches and issues.
  • Support the Administrator of Student and Educator Programs as needed.
  • Perform other duties as assigned.
     



Your background and experience include:
  • Bachelor’s degree with 2-3 years of experience working in a professional environment with a focus on administration, program coordination, and/or managing daily business operations.
  • Ability to direct the work of others and provide creative and intellectual oversight to a team.
  • Self-starter with demonstrated planning and organizational skills.
  • Ability to manage a high volume of activity, work under pressure with a professional demeanor, establish goals, manage shifting priorities, work accurately, and handle time-sensitive projects.
  • Demonstrated problem solving, critical analysis, initiative, judgment, and decision-making skills.
  • Ability to work collaboratively with others, approach challenges creatively, and accomplish goals by working through formal and informal channels.
  • Strong interpersonal skills and the ability to engage diplomatically with a wide range of people, including PreK-12 students and their teachers, school administrators, and internal staff.
  • Familiarity with Microsoft Office products, specifically Outlook, Word, Excel, and Sharepoint.  
  • Familiarity with museum reservation and financial software a plus.


Position and Compensation Details
  • The salary for this position is $50,067.
  • This position is Full-Time, Exempt, and 35 hours per week.
  • This position reports to The Constance Williams 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
    • Job-specific physical requirements
  • Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.


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:
 
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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