The Group Sales and Ticketing Coordinator supports the mission by facilitating visits by groups- including schools, camps, and other community organizations. This position provides customer service and knowledgeable guidance for groups, ensuring that they have a positive visit that meets their educational goals. The position works closely with teachers to ensure that students visiting the Bell Museum and Planetarium have a successful field trip to the Bell Museum. The position will need to be familiar with the Audience View system used to manage ticket sales, and will also provide redundancy and back-up for the Visitor Service manager.
Major Areas of Accountability (with percentages):
45% Prek-12 teacher relationship management • Respond to phone calls and emails regarding group visits and off-site Bell programs • Offer guidance and assistance to teachers as they plan for their group’s field trip to the Bell Museum or for the Bell’s visit to their school. Suggest programs to meet their educational goals. • Assist teachers in finding the most economical way to access Bell programming- whether it is visiting our facility or the Bell traveling to their location. • Inform schools about scholarships opportunities and manage scholarship processing • Provide information to teachers about accessibility resources • Follow-up with groups after the visit, manage pre-or post-visit evaluations, provide reports • Observe school visits and collect feedback on the visit logistics and process, make recommendations for improvements.
25% Group sales process and policy management • Maintain group visit schedule and update space and resource calendars as needed • Work closely with education staff as programming decisions are being made to plan for the logistics of a group visit. • Develop and maintain templates and procedures that effectively communicate group visit policies • Suggest modifications to education team as needed based on the experience of booking groups and communicating with group leaders • Inform customers of all pertinent group visit policies • Send confirmation and reminders as well as educational materials to prepare groups for their visit
15% Student/ Volunteer Management • Assist with the training and hiring of Visitor Service Assistants • Provide back-up support and management for student employees at the ticketing desk • Provide back-up support and management for student employees in the gift store • Hire, train and schedule 1-2 student workers to assist in managing group tour requests • Work with volunteers and admission staff to manage/assist groups before they arrive and upon arrival to provide the best experience and minimize confusion and problems • Train students in payment card security and ensure that all private data is handled according to University of Minnesota policy.
15% Data Management • Manage the set-up of the new Audience View system for group reservations. Assist with the transfer of pertinent data to the new system and train staff as needed. • Management the input and set-up of educational programs in the audience view ticketing system. Train other managers on the use of the system as needed. • Maintain an organized database within the museum’s ticketing system that tracks schools in a way that be synched with state data • Consult the Minnesota Department of Education (DOE) websites for data and synch our contacts lists with official names/ addresses of school sites • Provide end of the year demographic reports on groups by merging group booking data with publically available demographic reports from the US census or other similar resources • Compile a yearly mailing list of all schools likely to visit from DOE resources
Essential Qualifications • High school diploma/GED and five years' related experience including project management. Coursework in a related field may substitute for up to two years of experience. • Two years of experience in a ticketing, guest service, or retail setting involving payment card or cash handling. • Experience supervising front-line guest or visitor service representatives (students and temp/casuals).
• Record of increased responsibility in a ticketing, guest service, or retail setting, including training other employees.
• Proficiency with Microsoft Excel or other spreadsheet software. • Experience in booking complex services in a computer system.
Desired Qualifications • Experience communicating or working with educators/ camps, demonstrated by the ability to anticipate their needs • Experience with Audience View, CounterPoint, or other point of sale system • Experience creating reports based on datasets
• Demonstrated commitment to inclusive practices and equity • Ability to communicate complex information to people of varied ages and backgrounds
The University of Minnesota, founded in the belief that all people are enriched by understanding, is dedicated to the advancement of learning and the search for truth; to the sharing of this knowledge through education for a diverse community; and to the application of this knowledge to benefit the people of the state, the nation, and the world.