The Education Programs Assistant is responsible for all aspects of booking and scheduling group visits to the museum for schools, youth groups, colleges, universities, adult and senior groups; and promoting group visit programs to current and new audiences.
The Education Programs Assistant will work closely with the Coordinator of Youth and Family Programs, and the Manager of School, Youth and Family Programs to coordinate on-site education programs including include guided visits, hands-on art making workshops, storytelling workshops, cultural celebrations and other on-site programs. S/he will manage the Education Programs calendar and museum educator schedules; maintain files and documentation pertaining to all group visits; maintain the reservation database, invoice and process payments; serve as the main point of contact for school groups and community organizations visiting the museum; and schedule the appropriate museum educators to facilitate each program.
As a member of the Education team, the Education Programs Assistant will have the opportunity to attend exhibition trainings, participate in brainstorming meetings to discuss themes, curricular connections, and activities related to the exhibitions on view, support the development of educator resources, and participate in cultural celebrations and community events.
This position is a great opportunity for individuals interested in developing their communication and customer service skills, and for those interested in learning about museum education in New York City.
Group Visits Responsibilities
Book groups for guided visits and onsite education programs, maintain the group visits database and calendar; field and respond to all group visit inquiries on phone, email, and online forms.
Maintain an up to date confirmation and invoicing system; process payments, maintain payment records and receipts, follow up on outstanding invoices, and communicate regularly with the finance department to update on bookings and attendance.
• Communicate with potential tour groups leaders to provide concise and accurate information regarding exhibition/program content and visitor guidelines; encouraging inquiries to convert to bookings through warm, enthusiastic, and knowledgeable interactions.
• Serve as primary contact for teachers and group tour organizers; follow up with groups with details of their visit, and ensure that Museum Educators receive accurate information regarding details such as age/grade, special needs, language preference, and potential connections with the classroom’s curriculum.
• Schedule Museum Educators to lead guided visits, hands-on workshops, and related education programs.
• Be the point person for all arriving groups and museum educators on the day of their visit. Assist educators in coordinating large groups. • Lead tours and workshops as needed.
• Book self-guided visits and work closely with the Visitor Services Manager and their team to ensure a smooth facilitation of programs.
• Collect evaluation materials from museum educators and group organizers; compile a seasonal report that includes a summary of visitor feedback.
• Compile attendance data for grant and government reporting.
• Assist with the collection and dissemination of updated information from the NYC Department of Education, including the academic calendar.
• Oversee and assist with the setup of the Talleres (the art studio), making sure the spaces and materials are ready before each program; maintaining an inventory of materials.
• Review and process educators’ time sheets and invoices in accordance with their contract agreements; follow financial coding procedures.
• Help evaluate and recruit new museum educators’ applicants as needed. Schedule shadowing/training sessions and serve as the main contact for them to communicate with the department.
• Support the Marketing department’s efforts to promote group visits and other education programs.
• Create accurate financial and attendance projections; track and report on progress toward stated goals throughout the year. Program planning, Training and General Education Responsibilities
• Work with the Education Department staff to prepare for and participate in all mandatory program meetings regarding on-site programs. Attend all walk-throughs and lectures in conjunction with the Permanent Collection, temporary exhibitions and cultural celebrations.
• Participate in Education Department brainstorming meetings to discuss themes, concepts, curricular connections, and activities related to the exhibitions on view.
• Review and provide feedback on museum educator lesson plans.
• In collaboration with the Manager of School, Youth and Family, observe tour and workshops as needed for evaluation purposes.
• Support the development of age-appropriate educator resources that make connections with El Museo del Barrio’s collection and classroom curricula.
• As a member of the Education Team, support the development and implementation of family programs and institutional events, including Coquí Club, Art-making workshops for Super Sábado, the Three Kings Day Parade, Museum Mile and Uptown Bounce; Work collaboratively with Public Programs.
• Coordinate general education department needs; order office supplies, assist with maintenance of departmental administrative files, liaise with other departments as needed
• Work collaboratively with El Museo staff as appropriate and needed, to ensure goals of offering engaging, informative, and accessible visitor experiences.
• B.A in Art, Art Education, Art History, Education, Administration or similar; prior group sales booking in the arts, education, tourism or entertainment industry preferred.
• Detail-oriented, flexible, punctual, and ability to multitasking in a fast-paced environment
• Excellent communication skills (oral and written) organization, and interpersonal skills.
• Proficient in MS Word, Excel, Power Point, Outlook, Access and the Internet. Database management and graphic/web design skills desirable.
• Experience leading gallery tours and working with teachers and museum educators preferred.
• Knowledge of child development, museum/arts education theory, evaluation methods and experience with developing lessons, educational materials, and public programs preferred.
• Knowledge of NYC cultural community, familiarity with the DOE and interest and/or background in art or museum education preferred.
• Spanish and English bilingual written and oral proficiency preferable.
Application Instructions / Public Contact Information
APPLICATION INSTRUCTIONS Please send a cover letter and resume to firstname.lastname@example.org with Education Programs Assistant on the subject line. No phone calls please. El Museo del Barrio is an equal opportunity employer who does not discriminate on the basis of race, color, age, sex, sexual orientation, religion, ethnicity, national origin, disability, marital status, veteran status or any other legally protected status.
August 14, 2019