Administrator of Guide Programs

Philadelphia, PA
Part Time
Mid 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. 

The Administrator of Guide Programs works as a liaison between various Museum departments and the Guide programs to ensure the assignment and scheduling of guides for Group Sales, Membership, Special Events, Development and VIP tours. The Administrator will also provide administrative support to the Volunteer Services department and help with day to day activities for the Guide program.

Specifically, you will:
  • Schedules Guides to lead tours for Group Sales, Membership, Special Events, Development and VIPs. Serves as liaison between Guides and these departments.
  • Work with different museum departments to keep them updated on Guide programs and activities.
  • Answers phone and schedules meeting space, orders supplies, sorts mail, maintains filings, equipment and office space, and extends invitations to meetings, trainings, and social events as needed for Volunteer Services
  • Acts as a liaison for volunteer Guides regarding issues throughout the Museum.
  • Develops and disseminates important information to Guides through written, phone, and in person communications.
  • Acts as initial contact person for all volunteer inquiries, applicants and departments requesting volunteers. Updates PMA website as to opportunities throughout the Museum.
  • Sharing out museum updates to Guides, including gallery closures, item rotations, and interpretation materials.
  • Perform other duties as assigned.

Your background and experience include:
 
  • Proficiency with Microsoft Office Suite required.  
  • Strong organizational skills and interpersonal skills for interacting with internal and external customers
  • Good written and oral communication skills
  • Background in customer service, hospitality, or visitor services helpful.
  • Experience in a museum or cultural institution desirable.
  • This position requires professionalism, strong attention to detail, the ability to handle multiple situations and personalities in a fast-paced environment, and a willingness to take on additional administrative responsibilities as they arise


Position and Compensation Details
  • The hourly rate for this position is $19.59.
  • This position is Part-Time, Non-Exempt, and 21 hours per week.
  • This position is part of the AFSCME Local 397 bargaining unit.
  • This position reports to the Associate Director of Guide Programs
  • Schedule requires weekdays and weekends.
  • This position is required to be performed fully onsite at Philadelphia Museum of Art locations.
  • 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
  • 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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