Group Visits Assistant - The Rubin Museum of Art
About the Museum
The Rubin Museum of Art is a dynamic environment that stimulates learning, promotes understanding, and inspires personal connections to the ideas, cultures, and art of the Himalayas.
Now in its second decade, the Rubin has welcomed over 200,000 visitors in the past year and has a growing membership of more than 4,000 households.
Within its five floors of galleries are several long-term rotating installations drawn from the permanent collection as well as frequent short-term exhibitions that are more broadly conceived. The Rubin’s collection includes over 3,500 objects spanning more than 1,500 years up to the present day. Renowned for its quality and depth, the collection focuses on art from the Tibetan Plateau and is broadened by a significant number of important examples from surrounding regions.
The Rubin presents films, performances, and on-stage conversations as well as a robust roster of other educational initiatives. The ground floor anchored by its magnificent staircase is free and open to all visitors and provides a lively nexus for conversation, shopping, refreshment and dining.
About the Position
The Group Visits Assistant, PT is responsible for providing administrative support for all Group Visits needs including the handling of all reservation-related responsibilities. The incumbent reports to the Assistant Manager, Special Events & Group Visits.
This is a part-time non-exempt position (up to 20 hours per week) with a schedule that requires working on Tuesdays; Wednesdays and Fridays but allows for flexibility of work hours. This position also requires some flexibility to work on other days including holidays as needed.
Receive and respond to all phone and email Group Visits inquiries.
Process and schedule groups in Rubin Outlook Calendar and ACME, ensuring all bookings comply with Museum capacity regulations and hours of operation.
Communicate reservation confirmations and reminders with primary group contacts; provides Group Visit guidelines; assists in resolving scheduling conflicts, late arrivals and other related matters.
Generate invoices and emails to groups to secure advance payment from all group bookings.
Greet groups as assigned.
Process all incoming payments for Group Visits, Facility Rentals, Retreats, Experience Packages, and Birthday Art Labs. Reconcile with Finance and keep digital and hard copy records up to date.
Assist with group attendance and event inquiry data tracking using Excel and Acme.
Assist in ensuring Group Visit and Café webpages are up to date on the Rubin Museum’s website.
Assist in gathering content for Special Event and Group Visit social media posts.
Keep abreast and conversant with all exhibitions and programs (current and upcoming) by attending curator and educational exhibition staff orientations as assigned.
Provide administrative support to the Special Events and Group Visits teams including: coordinating meeting agendas; preparing expense reports and check requests; ordering office supplies; coordinating interdepartmental transfers for retreat/client gift bags; and updating info binders for staff at Education Center and Café Counter, and the Special Events Calendar.
Other duties as assigned.
Hourly rate $15.00
Bachelor’s degree preferred.
Excellent customer service skills required.
Must be able to problem solve, think on your feet, acting with tact and diplomacy.
Strong oral communication skills a plus.
Must have a polished, polite, friendly manner and enjoy working with the public.
Knowledge of MS Office, ACME ticketing or comparable ticketing system a plus.
Must be able to work and communicate effectively with people of diverse cultural backgrounds.
A team player who is able to work well with others under sometimes stressful situations.
Please provide the following as part of your application:
A cover letter addressing both your interest in the Rubin Museum and qualifications for this position.
Indicate Group Visits Assistant, Part-Time on Subject Line of Email or in body of cover letter.
Application in electronic format preferred and accepted at firstname.lastname@example.org
Mailed application – Manager, Human Resources, Rubin Museum of Art,
150 West 17th Street, New York, New York 10011.