The Japanese American National Museum in Los Angeles, California is recruiting for a part-time Education Assistant/Visitor Services Associate. Please visit www.janm.org for full details.
Education Assistant/Visitor Services Associate
POSITION SUMMARY:
This position will be the primary on school tour scheduling with phone reception coverage and administrative duties for Visitor Services Unit on Mondays. This position also provides front-line customer service to museum visitors and in the front Lobby and on the phone by processing admissions and providing excellent customer service. On Monday, Tuesday and either Wednesday or Friday will assist Supervisor of Visitor Engagement with the scheduling of school group tours and assist with maintenance of the group tour schedule. Position is Part-Time for up to 24 hours a week. Flexibility in scheduling and availability to work occasional evenings and/or weekends is beneficial.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
1. Assists Supervisor of Visitor Engagement with scheduling and logistics of group visit tours, ensure adequate volunteers and docents are available for group visits. Corresponds with educators and group tour leaders regarding tour logistics.
2. Maintains museum group tour schedule in Vista and Google Calendar
3. Assists in other activities and projects of the Education Unit as appropriate.
4. Phone reception on Mondays during regular business hours. (Answering & transferring calls, checking message boxes, returning messages when necessary, program reservations). Program entry into VISTA (set-up and post-event data entry), Generate monthly attendance reports for use by Development and other departments. Generate any VISTA reporting needed in addition to monthly reports. Enter numbers from visitor sign-in sheets on a weekly basis. Input data for comp tickets on a monthly basis. Input surveys on a weekly basis. Create, maintain and distribute quarterly Duty Officer Schedule. Create voicemail boxes and record public program, special event and exhibition scripts for boxes as needed.
5. Provides welcoming, courteous, professional service to all museum entrants and customers. Implements museum customer service procedures.
6. Provides customer support and processes admission sales and donations using Vista Front Desk.
7. Coordinates day-to-day preparation for activities during group visits.
8. Supplies visitors with information about the museum (including but not limited to exhibitions, programs, membership, general facility rentals) and the surrounding community.
9. Balances cash register daily.
10. Opens and closes exhibition galleries and Lobby area.
11. Stocks and maintains on-site printed materials and merchandise.
12. Oversees check in of staff guests and vendors.
13. Provides additional administrative support as needed.
14. Provide Membership support to visitors - Requires use of Raiser’s Edge donor database software (training provided).
15. Fills reservations and memberships in person, over the telephone and through the mail.
16. Staff members must be able to work with visitors of all ages to support the various events sponsored by the National Museum. Each staff member will be expected to work on a minimum of three museum-wide events per year:
a) National Museum’s Annual Gala Dinner and Silent Auction- (off-site) typically held in the Spring (April-May)
b) National Museum’s Family Festival Day- Oshogatsu Family Day (January) or Natsumatsuri Festival Day (August)
c) Target Family Free Days – Free Admission Family Days sponsored by Target held on the 2nd Saturday of the month.
This list is not exhaustive and may be supplemented as necessary. Incumbent will perform related duties as assigned.
KNOWLEDGE, SKILLS AND ABILITIES:
Qualification Requirements: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Education: High School Diploma, Bachelors degree preferred; or an equivalent combination of education and experience.
Experience/Knowledge: At least two years of experience working in a non-profit, volunteer centered organization in a customer service role. Administrative assistant experience in Education or Visitor Services/customer service role in a museum is beneficial. Understanding of basic principles of volunteer management. Professional phone manner is essential. Ability to multi-task and prioritize. Ability to work well under pressure to meet deadlines. Strong proofreading skills and attention to detail is critical. Willingness to learn and apply new skills. Excellent organizational skills and be detail oriented. Ability to work in a fast paced team-environment, be a self-starter. Demonstrate commitment and flexibility at all times in order to ensure high quality service. Ability to adjust and provide appropriate action when unanticipated need arises. Knowledge of Japanese American history and culture a plus.
Communication Skills: Excellent communication and negotiation skills. Must be able to provide courteous and effective service to co-workers, volunteers and the general public. Ability to read and comprehend documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to effectively present information in one-on-one and small group format.
Computer Skills: Computer literate, Internet savvy, and experience with MS Word, Excel, VISTA and Access or similar software preferred, speed and accuracy are essential. Familiarity with Google Calendar, Gmail and Raiser’s Edge a plus.
Mathematical Skills: Ability to calculate figures and amounts such as discounts, interest, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.
Reasoning Ability: Act on own initiative. Must be able to comply with institutional policies and procedures. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Perform successfully when juggling and re-prioritizing multiple assignments in a fast-paced, changing work environment. Reliable follow-through on assigned projects in a complete, well conceived and timely manner.
REPORTING RELATIONSHIPS:
Reports to: Christine Sakamoto, Supervisor of Visitor Engagement
Positions supervised: None but will work closely with volunteers.
PHYSICAL DEMANDS:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel objects, tools, or controls. The employee frequently is required to talk or hear. The employee is occasionally required to stand, walk, sit, reach with hands and arms, climb or balance, and stoop, kneel, crouch, or crawl.
The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
WORK ENVIRONMENT:
The work environment characteristics described here are representative of those the employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The noise level in the work environment is usually moderate.
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