Reservations Coordinator

COMMITMENT TO RACIAL EQUITY

The Missouri Historical Society commits to a process of listening attentively to one another and leveraging best practices and resources across our organization to promote a culture of inclusion where individuals from all racial and ethnic identities; ages; nationalities; social and economic statuses; sexual orientations; gender identities/expressions; religious, political, and ideological perspectives; and abilities are able to be engaged, feel valued, and thrive. click here for the full Commitment to Racial Equity

Position Summary:

One of the leading historical societies in the country, the Missouri Historical Society is in the midst of a transformative decade. We believe public history has the power to build stronger communities, and creating incredible experiences for our visitors is central to that work. With the help of every member of the MHS team, we're committed to expanding our efforts to share more history with more people than we ever have before.

Founded in 1866, the Missouri Historical Society operates three locations - the Missouri History Museum, Soldiers Memorial Military Museum, and the Library and Research Center. Together our locations serve as the confluence of historical perspectives and contemporary issues to inspire and engage audiences in the St. Louis region and beyond. We do that by telling local stories that focus on the history of this region and its people. This approach has led to some of the most consistently successful years in MHS's history.

The Reservations Coordinator at the Missouri Historical Society plays a vital role in ensuring smooth operations across the Missouri History Museum, Library and Research Center, and Soldiers Memorial Military Museum by managing inquiries and coordinating the institutional calendar for group tours, programs, and events. A key component of this position is coordinating inquiries and reservations for K-12 and Early Childhood field trips. With the institution hosting over 400 field trips and outreach programs a year, the role requires exceptional organizational skills to oversee the institutional calendar and collaborate with various departments to ensure seamless experiences for our visitors. This position uses tools like Altru (a Blackbaud product) and Surveymonkey to handle reservations and track information, all while fostering a welcoming and positive environment for MHS visitors, teachers, and students. With growing demand for tours and programs, the Reservations Coordinator is central to creating engaging, accessible experiences for all visitors.

A successful candidate for this role will have a dedication to exceptional customer service, a keen eye for detail, and will be highly organized.

Duties:

External Bookings and Customer Service:

• Processes web form requests to schedule group visits to the three MHS sites and for outreach programs, totaling more than 2,500 unique reservations each year.
• Registers the public and MHS members for a variety of events
• Provides prompt, friendly, and knowledgeable guidance to inquiring groups and individuals concerning the availability of and details about MHS programs via email and phone
• Maintains webforms that are used by external customers
• Ensures that public facing program registration pages and webforms are accurate
• Ensures coordination between frontline staff and volunteers by effectively and efficiently using a variety of systems to communicate and manage available resources and needs
• Effectively manages a database of visitor contacts
• Processes payments

Internal Space Management and Interdepartmental Work:

• Assists the Reservations Supervisor in maintaining the institutional calendar in Altru which captures all internal and external events and meetings happening at the three MHS locations and the logistical needs of those events and meetings
• Assists in building and updating MHS programs and registration pages in Altru

Other Duties:

• Uses Altru to run a variety of reports about our visitors and programs
• Attend monthly staff meetings and training sessions as assigned.
• All other duties as assigned

Skills:

• Ability to solve problems and trouble-shoot within scheduling and ticketing software (Altru) effectively
• A passion for serving the public
• Ability to handle high stress situations and anticipate and address needs and problems with professionalism and empathy
• Ability to work cross departmentally
• Ability to creatively address the changing needs of an organization, its audiences, and/or technology
• Proficiency with Microsoft Office programs
• Outstanding personal communication skills, both written and verbal
• Experience working in a fast-paced, high volume, work environment in which schedules and details are often changing.
• Experience building and amending web-based forms to better service internal and external clients is a plus
• Experience training others, particularly in software use, is a plus

This position requires extended periods of working at a computer and speaking with visitors on the phone in English.

Education and Experience:

• A minimum of 2 years of experience working with ticketing, scheduling, and / or space management software programs
• A minimum of 2 years of experience working in customer service or with the public
• An engaging and welcoming presence and customer-centered mind-set
• Previous experience in ticketing, scheduling, and space management within a cultural institution preferred
• Bachelor's degree preferred

Deadline to Apply: Open until filled.

Please upload cover letter and resume when applying.

• External job boards: Please click this link, to apply.

An Equal Opportunity/Affirmative Action Employer

Services Provided On A Non-Discriminatory Basis