Administrative Coordinator

Job Description

Job Description

Position: Administrative Coordinator

FLSA Status: Non-exempt

Department: Special Events/Group Sales

Our Mission: Since the 1893 World Columbian Exposition, our organization has aimed to connect people to the natural environment and human history.

Join our team and enjoy a benefits package that truly supports your well-being and lifestyle:

• Comprehensive Health Coverage: Including medical, dental, vision plans, and even pet insurance.

• Financial Security: Life and disability benefits plus a 403(b) savings plan to help you plan for the future.

• Work-Life Balance: Generous paid time off, paid sick leave, and paid holidays to ensure you have time to recharge and spend with loved ones.

• Exclusive Perks: Enjoy great employee discounts and complimentary general admission to participating cultural institutions.

We're dedicated to enhancing your life both at work and beyond!

The Administrative Coordinator is an essential role that serves as the primary point of contact for out-of-state school groups, performance school groups, and all tourism and group sales partnership reservations.This role plays a key part in ensuring every group visit is welcoming, well-coordinated, and aligned with our commitment to outstanding guest experiences.. The Administrative Coordinator manages group operations from the initial inquiry to the final execution and through departure. Additionally, they provide support to the Sr. Director of Business Enterprise, Group Sales, and the Marketing Specialist by efficiently organizing and managing data, keeping accurate records of bookings and revenue, promptly responding to emails and phone calls, assisting with reservation requests, managing internal reservation requests, and ensuring seamless bookings for tours and specialty products offered by TGS.

Duties and Responsibilities

1. Provide prompt response to group sales inquiries via email, phone, and voicemail monitoring

2. Manage all aspects of group visits, including hotel and marketing partner requests, admission tickets, arrival and departure coordination, lunch, and performance spaces, food service orders, tours, staffing, and review of musical pieces performed

3. Manage financials for all group and tour bookings, including payment approvals, expense transfers, and invoicing to marketing and hotel partners, along with other financial tasks as needed

4. Selling and fulfilling birthday party inquiries, including reservations, billing, staffing, food and beverage coordination, tours/activities, and arrival/departure coordination

5. Conduct Early Access Tours, Highlight Tours, and support Behind the Scenes Tours

6. Act as a liaison for service issues with vending partners when the Senior Director of Business Enterprise is unavailable

7. Other duties as assigned by Sr. Director of Business Enterprise and Tourism/Group Sales Team, and Marketing Specialist

Skills and Qualifications

1. High School Education or GED Required

2. Knowledge of standard business/financial processes necessary

3. Knowledge of the tourism or hospitality industry is helpful but not required

4. Understanding of not-for-profit business atmosphere, a plus

5. Ability to make decisions and problem-solve with little oversight

6. Comfort working independently and managing multiple projects

7. Comfortable communicating with different people across the organization and adjusting as needed

8. Demonstrates respectful, clear, and professional communication in a collaborative office environment

9. Attention to detail with the ability to work on multiple projects at once

10. Good organizational skills

11. Computer proficiency required with knowledge of Microsoft Suite products

12. Position requires periods of standing and walking (up to 4 hours); reasonable accommodations will be made in accordance with ADA guidelines.

13. Flexibility to work evenings, weekends, and extended hours as required; scheduling is based on Group and Specialty Tour needs

We encourage you to apply even if you don't meet every requirement.

Supervision Received:
Receives general supervision from the Sr. Director of Business Enterprise.

Supervision Exercised:
This position does not have direct supervisory responsibilities.

Work Hours and Shift:
35 hours per week; Wednesday-Sunday 7:45am to 3:45pm

Hybrid Eligibility:
Eligible

Location:
1400 S DuSable Lake Shore Drive
Chicago, IL 60605

Union Representation: This position is represented by Field Museum Workers’ United, AFSCME Council 31, AFL-CIO.

Pay Range: $26.00

We strive to create an inclusive and supportive work environment where team members from all backgrounds can thrive

PLEASE READ: *When you apply for multiple positions, please make sure to delete your previous resume and cover letter and upload the latest version of your resume and cover letter that is relevant to the job you are applying for, every time you apply. This will help our hiring managers access the correct documents. Please note that removing the resume and cover letter will not delete any previously submitted resumes and cover letters.

The Field Museum is an equal-opportunity employer. We are committed to providing a workplace free from discrimination, embracing diversity, and fostering mutual respect. We value the unique perspectives each team member brings, which empowers our ability to innovate and overcome challenges.

At the Field Museum, we are dedicated to making our career website and recruitment process accessible to everyone. If you encounter any difficulty when using or accessing our online application, or if you need a reasonable accommodation for completing your application, participating in interviews, or any other part of the selection process, please reach out to us at [email protected].