About this position
Job Title: Education Coordinator
Department: Education
Reports to: Manager, Youth Programs
Location: On-Site in Arlington, TX
Status: Part-Time Hourly Non-Exempt
Work Schedule can vary, but ideal candidates would be available to work Monday - Friday approximately 9am -1pm
Job Summary:
The Education Coordinator is a key member of the Education Department, responsible for coordinating and supporting high-quality field trip experiences that advance the Museum’s education mission. This part-time, nonexempt role reports to the Manager of Youth Programs and manages the full lifecycle of school field trip bookings, ensuring visits are well-organized, welcoming, and aligned with the Museum’s learning goals.
The Education Coordinator serves as the primary point of contact for educators, overseeing scheduling, communication, and recordkeeping through Salesforce and other systems. In addition to booking responsibilities, the role supports on-site logistics during visits and provides administrative and program support for education programs and special initiatives as capacity allows.
Duties and Responsibilities:
Field Trip Booking and Coordination
- Serve as the primary point of contact for all school field trip inquiries, managing communication through the Education Department inbox.
- Coordinate and manage the full booking lifecycle for school field trips, including scheduling, confirmations, invoicing, and pre-visit communications.
- Ensure bookings adhere to established policies, timelines, and capacity guidelines.
- Maintain accurate, organized, and up-to-date booking records using Salesforce and other management systems; run reports as needed.
- Open, manage, and close out field trip visit orders, ensuring timely invoices and payment collection in coordination with Operations and Finance.
On-Site Field Trip Support
- Support school field trips on-site, serving as a point of contact for educators, students and Museum staff from arrival to departure.
- Welcome visiting groups, checking in buses, and coordinating logistics to ensure smooth and positive experiences.
- Provide accurate information and support by maintaining strong knowledge of youth programs and educational offerings.
- Follow established Museum safety and emergency procedures and escalate visitor or safety concerns to appropriate staff.
Administrative and Program Support
- Manage and organize departmental group files and documentation to ensure accessibility and accuracy.
- Prepare materials and resources for field trips, workshops, events, and special programs.
- Support the planning and implementation of education programs and workshops as needed.
Collaboration and Operations
- Support inclusive, welcoming experiences for all school communities, including schools serving diverse student populations and those with accessibility needs.
- Work closely with internal departments to coordinate bookings, logistics, and on-site needs.
- Communicate clearly and professionally with educators, students, families, and colleagues.
- Handle sensitive information with discretion and maintain appropriate professional conduct when working with the public, particularly minors.
Additional Responsibilities
- Participate in occasional evening and weekend programs based on Museum programming needs.
- Assume additional tasks, projects, and responsibilities as assigned.
Required Skills/ Abilities:
- Ability to work across multiple teams.
- Excellent and effective verbal and written communication skills.
- Ability to provide calm, professional customer service in a fast-paced, public-facing environment.
- Excellent organizational and project management skills with the ability to prioritize and balance multiple projects with exceptional attention to detail.
- Ability to work flexible hours, including some evenings and weekends.
- Proficient in Microsoft Office 365 (Outlook, PowerPoint, Excel, Teams, etc.)
Education and Experience
- High School diploma or GED equivalent required
- Associate or bachelor’s degree preferred; equivalent experience will be considered
- 1-2 years in customer service, data entry, or related role
- Experience working in a museum, cultural institution, school, nonprofit, or public-facing environment preferred.
- Experience with Salesforce preferred
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