Reception & Bookings Coordinator - UBC, Vancouver

AI Summary

The Reception & Bookings Coordinator at UBC's Museum of Anthropology in Vancouver, BC, serves as the first point of contact for administrative inquiries and visitors. This role is responsible for managing bookings for educational programmes, guided tours, and internal events. Key duties include providing detailed information and overseeing administrative activities for the museum. Top requirements include high school graduation, one year of related training, and two years of relevant experience.

About the Role

This pivotal role at the Museum of Anthropology (MOA) within UBC is the first point of contact for all incoming calls, queries, and visitors to the administration offices. The Reception & Bookings Coordinator is tasked with providing accurate and detailed information in a professional and timely manner, ensuring a positive initial experience for all who engage with the museum. This position requires a thorough understanding of museum policies and procedures, enabling the incumbent to interpret these for a diverse audience, including staff, volunteers, students, visitors, First Nations community members, teachers, and university representatives. The role is central to the smooth operation of the museum's public-facing and internal activities, making it an essential part of the MOA team.

Key Responsibilities and Impact

A significant aspect of this position involves the comprehensive management of bookings for various museum programmes and spaces. The coordinator is responsible for scheduling educational programmes, guided tours, and self-guided visits for external groups, as well as overseeing internal events and room bookings. This includes working closely with the Curator of Education to determine school programme schedules, communicating programme content and costs to educators, and managing all logistics from reservation to confirmation. The role also involves coordinating special events such as the Coastal First Nations Dance Festival and the Vancouver School Board First People’s Festival, providing crucial planning and logistical support. Beyond bookings, the coordinator maintains the central MOA information hub, handles incoming communications, manages office supplies, and assists museum staff with general administrative duties, ensuring the reception area remains tidy and organized. The accurate compilation of statistical information for internal reports, using the MOA's computerized FileMaker bookings database, further highlights the impact of this role on the museum's operational efficiency and strategic planning.

Qualifications and Work Environment

Candidates for the Reception & Bookings Coordinator position should possess high school graduation combined with at least one year of related training and two years of relevant experience, or an equivalent combination of education and experience. Preferred qualifications include university education or equivalent training, business training in office procedures, and experience working in a museum or similar environment, or three years of relevant UBC experience. Strong communication skills, both verbal and written, are mandatory, alongside effective customer service and interpersonal abilities. The role demands excellent organizational and multitasking skills, the capacity to exercise sound judgment, and a commitment to cultural sensitivity, particularly when interacting with First Nations communities. The coordinator works independently under general supervision, reporting to the Assistant Director, Administration, and collaborates closely with other museum staff, including the Curator of Education. This position also involves scheduling student guides for tours and assisting museum volunteers, underscoring its integral role in supporting the museum's educational and public programmes. The ability to provide accurate information and manage bookings effectively is paramount to maintaining the museum's credibility and revenue.