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#103456 Programs Scheduling Coordinator

Filing Deadline: Mon 1/27/2020

UCSD Layoff from Career Appointment: Apply by 1/16/2020 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 1/27/2020. Eligible Special Selection clients should contact their Disability Counselor for assistance.


Serve as a Programs Scheduling Coordinator for the Birch Aquarium Visitor Services Unit. Provide a variety of administrative and customer service functions in the Visitor Services office, focusing on the logistical operations of school and public programs. Provide detailed program information to callers, walk-in guests, and email inquiries for school and public programs, group sales, and membership.

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 events, and book group tours and programs. 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 the primary check-in staff for all scheduled group visits, reviewing chaperone and program policies.

The incumbent will also process all payments, purchase orders, and refunds per policy. Follow up on outstanding invoices, tracking balance due orders and resolving payment issues. Provide work direction and supervision to student scheduling support staff. Process and track financial aid applications and aid given for education and public programs, in accordance with the education department criteria. Run attendance, sales, and other statistical reports for data analysis. Provide support to the front desk staff in Visitor Services by assisting guests with general information, ticket sales, membership sales, and other needs. Work closely with other staff and departments to identify problems and make recommendations for solutions and improved efficiency regarding program logistics, policies, procedures, guest service, and safety.

  • Schedule: Tuesday - Saturday, 8:30am - 5:00pm. Must be able to work occasional overtime and evenings and substitute for other staff as needed and upon request. The Aquarium is open 362 days a year and staff usually work most holidays. Must be able to work one weekend day.


  • Proven experience working in a nonprofit organization, museum, zoo/aquarium or educational facility, visitor attraction and/or retail sales environment.

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

  • Scheduling experience to successfully schedule a variety of activities including school field trips and programs as well as group visits and tours.

  • Proven knowledge of cash-handling procedures. Skill to be responsible for all aspects of accurate and complete processing and reporting of cash and credit card transactions.

  • Demonstrated experience with POS and online reservation and eTicketing systems (such as Convergence).

  • Proficiency using Macintosh, PC and related software for reservations data entry, scheduling, data management, report generation and data analysis.

  • Proven ability to use general office equipment such as copier, fax machine, laser printer, 10-key calculator, multi-line phones, radio/pager, veriphone, cash register, and personal computer.

  • Strong ability to communicate concisely and clearly by phone, with sensitivity to limitations of phones when interacting with prospective clientele. Professionalism, including diplomacy, assertiveness and respect for coworkers.

  • Strong ability to determine priorities and organize workload in a fast-paced multiple-demand environment. Ability to exercise good judgment and independent action in dealing with changing priorities and interruptions. Ability to work with minimal supervision.

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


  • Must be bondable and submit to fingerprinting for 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).

The University of California is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

Payroll Title:
Hiring Salary Range
$20.14 - $21.02 /hour
Appointment Type:
Appointment Percent:
CX Contract
Total Openings:
Work Schedule:
Days, 8 hrs/day, Tuesday-Saturday