Visitor Program Coordinator

Description

Visitor Program Coordinator

Department: Guest Experience 

Reports To: Director of Communication and Guest Experience

Supervises: Volunteers

FLSA Classification: Non Exempt

Revision Date: January 2025

Availability: Some daytime, evenings, and weekends

General Summary: The Visitor Program Coordinator will lead planning, execution, and evaluation of mission-unique events that surprise and delight key visitor groups at Huntsville Botanical Garden. This position will work collaboratively with all departments to utilize staff, plan, and schedule programs throughout the year that meet or exceed metrics for attendance, revenue, membership, and support of mission-oriented programs. 

Essential Duties & Responsibilities

• Collaborate with Membership, education managers, and development team to identify and prioritize opportunities to overlap and share goals and visitor personas
• Work with supervisor to approve program content, budgets, ticket pricing, and any vendor or legal documents.
• Coordinate, lead, and implement programs which will include indoor, and outdoor programs in the garden to engage with the identified and prioritized visitor personas. 
• Responsible for planning and communicating program activities, including the development and coordination of logistics, pre-planning, timeline, promotion of plan, ticketing, registration, incorporating staff from other departments, post-event follow-up, and wrap-up meetings with detailed budget and evaluation summary documentation.
• Utilize high-quality customer service standards when communicating with staff and visitors.
• Ensure an event/program calendar is maintained, updated, and shared to guarantee accurate and timely coordination with other departments and the use of Garden facilities. 
• Work with Marketing to create online program registration pages, confirmation emails, and other electronic content to assist in event marketing, registration, and ticket sales.
• Ensure Garden policies and procedures are maintained to protect the facilities, equipment, our visitors, and their guests.
• Regularly monitors the Garden’s facilities, equipment, and supplies needed to support Garden programs. Identifies and resolves issues, and makes recommendations for improvement for internal operations.
• Coordinate follow-up communications documentation and wrap up meetings with vendors, members, sponsors, and others after programs are complete and perform additional duties as assigned.

Requirements

Minimum Qualifications:

Bachelor’s degree in marketing, hospitality, education, communications, event management, or a related field and a minimum of 2 years of demonstrated success in event planning and coordination experience or an equivalent combination thereof.  

Success Factors:

• Exemplifies the Gardens Core Values and has a true desire to collaborate with others to better a process, idea, or task. Embrace the Garden’s mission of connecting people to plants.
• Ability to communicate concisely through verbal and written means in a team, and strive for continuous improvement.  
• Engaging, has a passion for producing an engaging, Garden-relevant guest experience, set high standards, and plan to minimize the impact of work on the Garden. 
• Possess the ability to multi-task, stay organized, and prioritize responsibilities. 
• Must be polished and maintain a professional demeanor under pressure.
• Proficiency in Microsoft Outlook, Word, and Excel. 
• Prior experience with calendar management and event planning in an admission-driven organization.

Preferred Qualifications:

Altru/POS knowledge a plus. 

Physical Demands and Work Environment: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. 

• Physical Demands: This role requires continuous communication with Garden associates and external vendors to coordinate events. The employee will occasionally move, transport, position, and/or move event supplies up to 25 pounds. 
• Work Environment: Programs are held indoors and outdoors, in varied terrains, in all weather conditions. Schedule reflects event days and times.
• Equipment: General office equipment, telephone, computer, tablet, two-way radio, operation of the garden golf cart, and POS system.

Job descriptions are guidelines that attempt to characterize essential functions and responsibilities of a job, and are subject to change as needs and programs change. At Huntsville Botanical Garden job descriptions are considered neither inclusive nor exclusive. It is expected that up to 20% of your duties may change annually. 

Employees must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. 

The Huntsville Botanical Garden supports a culture of inclusion that attracts, inspires, and engages people to achieve success. The Garden is committed to hiring and developing employees based on job-related qualifications irrespective of race, religion, color, national origin, sex, sexual orientation, gender identity, age, disability, or veteran status. To increase diversity in professions related to the public garden realm, we encourage applications from underrepresented minorities, persons with disabilities, and veterans.