Visitor Services and Venue Coordinator – University of California, Irvine

Location:
Irvine, CA
Category:
Admin – Arts and Museum Administration
Posted:
08/07/2019
Type:
Full-Time

The Visitor Services and Venue Coordinator is responsible for the successful management of the daily operations of the front of house operations for the Institute and Museum for California Art. The position will oversee the public face of the museum ensuring high standards of customer experience, maintaining a security presence at all times, and ensuring the health and safety policy is adhered to. This position will oversee all museum events, coordinate visitor services, supervise wage/hourly employees and manage the museum store. This is a full-time exempt position Develop and maintain budget and purchases for the retail store and reconcile all accounts.

The University of California, Irvine is an Equal Opportunity/Affirmative Action Employer advancing inclusive excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC nondiscrimination policy.

Salary: Monthly Commensurate with experience
Total Hours: 8-5, M-F
Career Position.
Ability to work an alternate schedule of 5 days/week on site including Saturdays.
Final candidate subject to background check.
As a federal contractor, UC Irvine is required to use E-Verify to confirm the work status of individuals assigned to perform substantial work under certain federal contracts/subcontracts.
Please attach your resume.

Click here to see the Academic Affairs website.

View Job Description for the position requirements.

Job Essential Function 1
Percent of Time: 50% 

VISITOR SERVICES MANAGEMENT AND SUPERVISION

  • Maintain the Institute and Museum for California Art (IMCA) Visitor Services program model focusing on an excellent visitor experience with low inconvenience and high safety and cleanliness standards, including a clean, organized, professional reception area and retail store.
  • Serve as first point of contact for any escalated visitor complaints, issues, or questions. Take appropriate action where necessary regarding access
  • or safety/security issues in the museum, including notifying the proper area head.
  • Recruit, hire, and train gallery attendant/security staff as needed. Ensure adequate coverage based on needs and prepare to cover open shifts when necessary. Post internship and job openings when needed.
  • Supervise both full and part-time employees, vendors and consultants. Provide team with regular organizational updates on security issues, policy, procedures, visitor complaints or special requests. Attend staff meetings and disseminate information to staff as directed.
  • Review and provide information to Business Manager in TRS to complete payroll for all student workers; send payroll reminders to hourly staff.
  • Maintain records for hourly staff and volunteers; ensure evaluations are completed on a timely basis; make part-time employees aware of policy changes and/or of any concerns; and work with hourly employees to resolve any concerns.
  • Oversee data collection and reporting related to patron attendance and participation in IMCA programming.
  • Carry out opening and closing procedures, coordinate breaks and lunches, provide coverage personally as necessary.

Job Essential Function 2
Percent of Time: 30% 

EVENT COORDINATION

  • Oversee and manage all aspects of Museum events through planning and coordination of location, technical needs, food, alcohol and all items related to setup and staffing, including supervising hourly staff and volunteers. These include opening receptions, symposia, artist s talks, film screenings, and concerts.
  • Coordinate staffing for events including hourly employees, interns and volunteers; work with IMCA staff to provide coverage for promotional events and educational programming.
  • Work directly with vendors in compliance with UC policy, securing necessary forms and making all arrangements tracking time and costs. Maintain an on-site presence at all events from beginning to end.
  • Communicate with guest artists/lecturers to finalize arrangements, create contracts and itineraries, book travel and lodging, and work with Business Manager to secure travel authorizations and reimbursements according to University protocol.
  • Work with IMCA staff to manage coordination of and participation in offsite promotional events.
  • Maintain listing of events and related programming on IMCA shared calendar.
  • Collaborate and communicate effectively with departments such as Education, Exhibits, Marketing, and Administration and act as liaison between other departments for special events and tours.

Job Essential Function 3
Percent of Time: 10% 

MUSEUM STORE MANAGEMENT / RETAIL AND FINANCIAL ADMINISTRATION

  • Oversee the daily operation of the retail store. Manage retail sales, and process internet orders utilizing point of sales system. Maintain the museum retail store including merchandise presentation, inventory, profit margin reports, and sales reports. Prepare monthly sales, financial and demographic reports in a timely fashion.
  • Coordinate inventory for museum storework with wholesalers and retailers to select and propose new store products. Work with UCI legal and /or Purchasing to draft relevant contracts.
  • Manage display of products and display furniture, oversee rotation of inventory, work with IMCA staff to plan new store products related to ongoing exhibitions and programming.
  • Oversee training of new employees using point-of-sale system, work in concert with Business Manager to develop and maintain cash handling and inventory procedures.
  • Design and implement security/anti-theft procedures both during and outside of store hours.
  • Work in concert with Business Manager and UCI Purchasing to ensure museum store compliance with University sales guidelines.
  • Manage the ordering of supplies for the museum, including office and janitorial supplies

Job Essential Function 4
Percent of Time: 10% 

SAFETY AND SECURITY LIAISON

  • Maintain and revise internal policy related to the safety of staff and patrons, work in concert with UCI entities to disseminate relevant safety protocols and information to staff and guests of the museum, oversee alarm assignments for new employees.
  • Coordinate with UCI Risk Management to successfully facilitate events and programming in compliance with Museum and UCI guidelines.
  • Conduct monthly and annual testing including alarm system, emergency evacuations, and earthquake drills.
  • Serve as the on-site Community Emergency Response Team (CERT) member for the IMCA.
  • Other duties as assigned.

SKILLS, KNOWLEDGE AND ABILITIES: 

Required:

  • Excellent interpersonal skills to interact with diverse groups of individuals maintaining a professional, courteous and tactful demeanor in person or through written communications
  • Prior experience working in a museum, gallery or non-profit educational, arts environment in a visitor, customer or retail service capacity.
  • Proven experience hiring, training and supervising full and part time employees and volunteers.
  • Experience creating budgets and maintaining financial reports and records
  • Prior experience with event planning and coordinating
  • Prior experience developing security and safety procedures or training materials
  • Strong organizational and time management skills
  • Strong computer skills including experience working in Windows Office and Google Apps, Excel and Advance.
  • Creative, flexible and effective problem solving skills with timely resolution

Below are general guidelines on the position’s physical, mental, and environmental working conditions.
In accordance with applicable state and federal law, UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-5210.

Bend: Frequently
Squat: Frequently
Crawl: Not Applicable
Climb: Not Applicable
Kneel: Not Applicable
Handle Objects: Occasionally
Push/Pull: Occasionally
Reach Above Shoulder Level: Not Applicable
Sit: Occasionally
Stand: Constantly
Walk: Frequently
Use Fine Finger Movements: Constantly
Carry/Lift Loads up to 25 Pounds: Not Applicable
Carry/Lift loads between 25-50 lbs: Not Applicable
Carry/Lift Loads over 50 Pounds: Not Applicable
Read/Comprehend: Constantly
Write: Frequently
Perform Calculations: Frequently
Communicate Orally: Frequently
Reason and Analyze: Constantly
Chemical/Biological Agent: Not Applicable
Construction Activities: Not Applicable
Contact with Water/Liquids: Not Applicable
Drive Motorized Equipment: Not Applicable
Confined Spaces: Not Applicable
Elevated Work Location: Not Applicable
Radioactive Materials: Not Applicable
Temperature Variations: Occasionally
Gas System: Not Applicable

APPLICATION INFORMATION

Contact:
Human Resources
University of California, Irvine

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