Education Assistant Youth Tour Programs

Position Overview:The Youth Tour Programs Assistant ensures the smooth operation of programs that serves the largest number of students with visual arts education in South Florida outside of the Miami\-Dade County Public School System. This part\-time administrative assistant position is responsible for scheduling youth groups interested in touring the museum. As a main conduit for many inquiries from teachers and community members, this individual must have: an understanding of the importance of education within the museum’s mission, a clear communication style, and the ability to anticipate and solve challenges creatively. The Youth Tour Programs Assistant also plays an important role as the department develops new strategies for collecting feedback and evaluating programs. They must answer requests via online forms, email, and phone, maintain the tour calendar, schedule buses for tours, and input data into multiple databases. The Education Assistant works closely with the Senior Manager of Youth Programs and occasionally collaborates with other department leaders. This entry\-level position requires a team player that will work closely with education staff to update records and perform other department duties as necessary.

Required Degree: High School Diploma

Qualifications:

• 2 years of experience in a related role
• Excellent oral and written communications skills
• Excellent organizational, planning, and interpersonal skills
• Comfort and ability with databases and basic math in order to gather and compile statistics
• Excellent time management
• Attention to detail
• Ability to work within a diverse cultural community
• Excellent customer service skills
• Able to commit to a Monday\-Friday, 9am\-3pm schedule with occasional need to assist with programming and events as needed in the early mornings, evenings, and weekends
• Previous experience in an office environment (an arts or educational institution preferred)
• Proficiency in Microsoft 365 Applications (Word, Excel, etc.)

Preferred Qualifications:

• Experience in an arts or educational institution
• Knowledge of Blackbaud Altru and Checkfront (or other scheduling program)
• Knowledge of Adobe Creative Suite software
• Knowledge of Miami\-Dade County Public Schools system
• An interest in Modern and Contemporary Art
• Proficiency in Spanish

Teamwork Skills:

• Be an enthusiastic, helpful and positive member of the team
• Be professional, responsible and mature in conduct and behavior
• Be understanding of, encouraging to and friendly with all co\-workers
• Be self\-motivated and use time wisely
• Maintain open line of communications with each department on pertinent information
• Maintain effective communication by means of meetings and memorandums
• Adhere to all work rules, procedures and policies established by the company including, but not limited to those contained in the employee handbook.

Physical Demands:

• Walk, bend, lift (up to 15 pounds) files, office supplies an electronic equipment.
• Finger dexterity to pick up paper and use computer keyboard.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; extensive reading.
• Ability to hear in normal tones including telephone and face\-to\-face conversation.

Scheduling:

• Work with Education staff to develop accurate program schedules and report.
• Manage and maintain multiple calendars, schedules, forms for youth tour programs.
• Schedule and confirm transportation for visiting school and outreach groups
• Review and ensure all reservations are confirmed and documents for each group have been received by the set deadlines.
• Create, update, and share weekly school tour schedules with Teaching Artists and Visitor Services staff.
• Reserve classrooms and meeting spaces for PAMM staff in the absence of Education Coordinator.
• Stay up to date on the museum’s calendar, exhibition schedule, and public programs schedule.

Data Entry and Management:

• Keep updated files, documents, schedules, confirmations, and communications for youth tour groups
• Track daily group attendance via Altru
• Compile and report statistics for youth tour programs monthly

Customer Service and Communication:

• Review and respond to new tour requests within designated time frame
• Prioritize and manage multiple requests from multiple forms, emails, and calls
• Communicate with teachers, education staff, and bus transportation companies regarding trip details, including changes, updates, and clarifying information.
• Communicate updates to appropriate internal staff and departments

Other Administrative Tasks:

• Take meeting notes