Reservations Supervisor

Description

General Description

The Reservation Manager manages the day to day operations of the planetarium and museum reservation system. This position directly works with the public to coordinate and manage reservations for large groups, provides information to the public and communicates effectively with museum and planetarium staff. Responsible for invoicing and recording financial transactions. Use computer systems to schedule and run reports. Provides leadership to the Reservation Assistant. 

Essential Duties and Responsibilities

• Coordinate and Confirm Reservations

           Manage all bookings for planetarium shows, museum tours, educational programs, field trips, group visits, and special events.

• Serve as the Primary Contact for Group Organizers

            Provide detailed program information, assist with planning, and build strong relationships to encourage repeat engagement.

• Respond to Public Inquiries

• Manage Reservation Software

           Keep all program schedules current and accessible for staff, volunteers, and departments. 

           Post schedules on appropriate digital and physical platforms.

• Maintain and Distribute Program Schedules

• Monitor School Grant Usage

           Track usage of grant funding for school visits. Prepare and submit detailed monthly reports on grant-supported attendance and expenditures.

• Handle Invoicing for Group Reservations

• Track and Maintain Financial Records for Reservations

         Record all deposits related to Longway Planetarium bookings. 

         Coordinate with the finance team to reconcile payments, issue receipts, and follow up on outstanding balances.

• Coordinate and Collaborate with Other Departments

           Work with other cultural center entities to enhance group experiences though joint tours or collaborative activities, ensuring scheduling and logistics.

            Maintain ongoing communication with education and planetarium teams to ensure accurate scheduling with program offerings. 

• Supervise the Reservation Assistant

      Provide leadership, assign tasks, and ensure the Reservation Assistant meets standards for customer service, accuracy, and       efficiency. 

      Oversee timekeeping processes, approve time-off requests, and ensure compliance with organizational policies and labor regulations within the payroll system. Conduct regular check-ins and provide necessary training.

• Maintain regular and prompt attendance at work

• Display professional and respectful behavior to all persons in the workplace

• Follow organizational policies and procedures

Requirements

Education/Qualifications/Skills

Required: 

• High School Diploma or GED

• 5 years of customer service experience

• 2 years of scheduling experience

• 1 year of management or supervisory experience

• 1 year of basic bookkeeping experience

• 1 year of experience running reports

• Proficient in Microsoft Office Suite 

• Ability to interact professionally with staff and the public

• Ability to follow both written and verbal instructions accurately

• Attention to detail

• Ability to lift 15lbs and to sit for long periods of time

Preferred:

• Experience working with Altru preferred