DESCRIPTION

DEPARTMENT OVERVIEW:

Birch Aquarium at Scripps is the non-profit public exploration center for world-renowned Scripps Institution of Oceanography at UC San Diego. Perched on a bluff overlooking the Pacific Ocean, the aquarium features more than 60 habitats of fish and invertebrates from the cold waters of the Pacific Northwest to the tropical waters of Mexico and beyond. An interactive museum showcases research discoveries by Scripps scientists on climate, earth and ocean science and features five-dozen interactive elements. Birch Aquarium has an annual attendance of more than 460,000. The aquarium is the largest provider of K-12 ocean science education in San Diego County, reaching more than 55,000 school children each year through its on- and off-site programs. At the Birch Aquarium at Scripps, we connect understanding to protecting our ocean planet. As the public outreach center for Scripps Institution of Oceanography, UC San Diego, we share the spirit of curiosity that drives Scripps’ global research to understand our planet. We engage people in science and invite them to ask questions, explore, and observe to better understand how our world works - Earth, ocean, atmosphere, and life - and our unique role in our global ecosystem. We use science to guide conservation action to support a healthy thriving planet where we feel hope for the future and empowered to make positive change. We connect people with each other, with nature, with science, and with a shared sense of purpose to care for our amazing one-and-only planet Earth.

Our values can be found here: https://aquarium.ucsd.edu/about/missionJob

Location:

• Birch Aquarium is located at 2300 Expedition Way, La Jolla, CA 92037

• Must be able to work occasional overtime and evenings and substitute for other staff as needed and upon request.

The Aquarium is open 7 days a week; 362 days a year and staff usually work most holidays.

POSITION DESCRIPTION:

Serve as the Education Programs Scheduler for the Birch Aquarium Education Unit. The Education Program Scheduler provides a variety of administrative and customer service functions in the Education office, focusing on the logistical operations of school and public programs. Provide detailed program information to callers, on-site guests, and email inquiries for school and public programs. Determine the appropriateness of program offerings, make recommendations as needed, and resolve booking issues. Utilize Convergence, an online reservation and ticketing system, to schedule programs, create and sell tickets for public programs, and book offerings. Email tickets and program confirmations to schools and guests, including invoices and program policies. Create program rosters and check-in forms for public programs. Serve as check-in staff for scheduled school group visits, reviewing chaperone and program policies. Process credit card payments, purchase orders, and refunds per policy. Follow up on outstanding invoices, tracking balance due orders and resolving payment issues. Process and track financial aid applications and aid given for education and public programs, in accordance with the education department criteria and work with Finance to track recharges. Run attendance, sales, and other statistical reports for data analysis and funding reports. Work with Education unit team members to maintain staff availability and schedules. Collaborate with Guest Services, Group Sales and Marketing on best practices for bookings, marketing support and scheduling. Help identify problems and make recommendations for solutions and improve efficiency regarding program logistics, policies, procedures, guest service, and safety. For Education Scheduling student employees, provide input during the interview and hiring process and provides support during onboarding and continuous training as needed alongside the supervisor.

QUALIFICATIONS

• Two (2) years of proven experience working in nonprofit organization, museum, zoo/aquarium or educational facility, visitor attraction and/or retail sales environment.

• One (1) year of experience of demonstrated experience with customer service.

• One (1) year of experience with Online reservation and e-Ticketing systems.

• Demonstrated ability to communicate effectively and tactfully with the public, which includes individuals of diverse nationalities, ethnicities, socioeconomic and educational backgrounds.

• Proven skill to be responsible for all aspects of accurate and complete processing and reporting of credit card transactions.

• Demonstrated ability to use software for data entry, data management, report generation and scheduling.

• Demonstrated ability to determine priorities and organize workload in a fast-paced multiple-demand environment.

• Proven experience supporting staff or volunteers.

• Demonstrated ability to exercise good judgment and independent action in dealing with changing priorities and interruptions.

• Demonstrated ability to communicate concisely and clearly by phone, with sensitivity to limitations of phones when interacting with prospective clientele.

• Demonstrated ability to work with minimal supervision.

• Demonstrated experience with quality improvement, assessing situations, and making recommendations for implementing improvements.

SPECIAL CONDITIONS

• Job offer is contingent on clear background check.

• Duties may require direct contact with children (defined as individuals under the age of 18); completion of the Child Abuse and Neglect Reporting Act (CANRA) training will be required. Must meet CANRA compliance requirement per California Child Abuse and Neglect Reporting Act ("CANRA," Penal Code sections 11164-11174.4).