Program Coordinator for Audience Engagement

The Audience Engagement Program Coordinator provides logistical, creative and administrative support to the Audience Engagement (AE) team.  The employee is responsible for supporting Audience Engagement events from concept to execution, including research related to event concepts, creation and implementation of new programs, administrative and logistical tasks associated with all aspects of an event, setup and breakdown and on-the-ground event support. AE is continuing to grow, and this role will be a significant part of expanding new events and reimagining current ones to remain innovative.

Compensation: $21.60 per hour 

Benefits: 403b with employer match for eligible employees; discounts in the museum store and cafe; free general admission for you and your immediate family

Work Schedule: 21.5 hours per week to include 2-3 full days in the office and/or event work time, depending on the frequency of events that week and month. Weekends and evenings are required as most events fall during this time.

1. Work with Audience Engagement team to support events that achieve an excellent standard of customer service, hospitality and a strong connection to the Winterthur mission.
2. Maintain administrative tasks to include, but not limited to, event requests, ticketing and planning forms and documents, assembling bags and packets, event-related guest communications and more.
3. Be on-the-ground during events to set up, facilitate, manage and break down. This will include meeting and placing vendors, managing volunteers, placing signs, event set-up (e.g. tables, chairs, barrels, decor, etc.), guest communication, preparing gift bags, collecting linens, etc.
4. At the end of each event, close it out and leave the spaces as found, with AE inventory back in place for the next event.
5. Manage inventory and organization of department supplies leading up to and post events as well as throughout the year
6. Prospect new events to include researching event ideas and building out a business plan related to new event ideas, including concept, P&L, attendance, audience demographic, outside department, connection to Winterthur’s mission and vendor support.  Think creatively and aggressively about ways to support attendance and revenue growth to include new programs, new revenue streams to existing programs, cost cutting, and developing
7. Participate in weekly departmental meetings regarding event planning.  Contribute to said meetings by reporting on administrative and logistical event status, new event ideas and build-out, and connectivity to mission.
8. Collaborate with other Winterthur departments on support related to facilities needs, catering, marketing, security, floral and garden, retail, and volunteers.
9. Be an ambassador for Winterthur in the community in ways that relate to “selling” our events when appropriate; scoping new event ideas, market research related to audience interests, and building relationships with potential partners
10. Attend training sessions related to customer service, technology, de-escalation, and accessibility.
11. When needed, compile mailing lists of prospective and current program participants or send thank you emails/program evaluations to participants; encourage repeat visits.
12. Assist in general office/area tasks: printing guest day sheets or maps, preparing packets, assembling guest bags for events, organizing office supplies, collecting and moving post office items
13. Assist in the support of Event Coordinators. After training, serve as support for new and existing Event Coordinators.
14. Other duties as assigned

QUALIFICATIONS: High School or GED equivalent with 1 year  of experience in administrative work and/or event logistics.

Preferred Experience: BA or BS in business management; program administration; museum studies; hospitality or related fields with 1-2 years of experience coordinating logistics for events

Knowledge/Skills:

1. Demonstrate proficiency in software programs including Microsoft suite, UKG, Google sheets, Canva, and EMS.
2. Strong, professional verbal and written communication skills
3. Ability to remain flexible and pivot as event priorities shift
4. Demonstrates exceptional hospitality acumen and meticulous attention to detail, ensuring seamless guest experience.
5. Strong creativity in developing unique events, as well as developing design ideas
6. Exceptional organizational skills
7. Ability to creatively and spontaneously solve problems as challenges arise
8. Strong interpersonal skills and ability to work interdepartmentally across the institution

WORKING ENVIRONMENT/ESSENTIAL FUNCTIONS:  

1.     Able to lift 50 pounds

2.     Must be able to remain stationary for long periods of time outside, occasionally for 8+ hours for event days and during challenging weather conditions.

3.      Valid driver’s license with acceptable driving record and ability to pass defensive driving class

4.      Must be willing to be trained on and able to drive a golf cart

5.      Exposure to adverse weather conditions during outside events

6.      Must be able talk and communicate sufficiently to exchange accurate information with internal Winterthur teams, outside vendors and guests