Education Reservations Specialist

General Statement:    

The Fleet Science Center's Education Reservations Specialist supports the Fleet Mission Statement and Education Philosophy by coordinating bookings, providing customer service, and building relationships with schools and community organizations to expand participation in Fleet education programs. This role connects schools and groups with Fleet education opportunities, supports program planning and follow-through, and helps ensure accurate financial processing for education programs. 

The Education Reservations Specialist spends most of their time communicating with schools, processing bookings and reservations, maintaining accurate records, and supporting the financial and administrative needs of education programs. 

Compensation for this position includes our generous benefit package - 100% employer paid medical, dental, vision, and life insurance, paid time off, and 401k retirement plan. Working for the Fleet also comes with great perks including free access to other Balboa Park museums and the San Diego Zoo, free Fleet Science Center passes to share with friends and family, discounts at the Fleet's Science Store and Element 8 Cafe, and other discounts at vendors around Balboa Park! Come join our team!

Evening and weekend availability may be required.  

Reports to: Educations Operations Manager

Primary Duties and Responsibilities, including mental requirements of the position:  

1.Bookings and Reservation Coordination – 60% 

• Serve as a contact on the Education Reservations team, responding to inquiries from schools, districts, teachers, families, community partners and groups by phone, email, and in person with program information, pricing, and availability. 

• Make outbound calls to promote the Fleet and expand participation in education programs. 

• Complete bookings, process reservations, transfers, waitlist changes, refunds, and cancellations for field trips, workshops, camps, and other Fleet programs, confirming schedules, attendance, and payments.  

• Build, sustain, and deepen relationships with schools and external organizations using a range of approaches: following up on leads, encouraging repeat bookings, and implementing STEM programs that meet community needs and aspirations. 

• Provide ongoing communication with schools, individuals, and groups on the status of programs, and coordinate with Fleet Departments other team members to ensure smooth check-in and preparation. 

• Provide a welcoming and positive experience for children, youth, families, and visitors during check-in, events, and other public-facing programs and activities.  

2. Administrative and Data Support – 10% 

• Maintain accurate records in reservation, ticketing, and project management systems, and prepare reports and tracking documents as needed. 

• Support program managers with attendance tracking, program data, and impact/outcome reporting. 

3. Billing and Payments Support – 30%  

• Process payments, invoices, and refunds for Education and Engagement Department programs, ensuring all transactions are accurate, timely, and handled in accordance with Fleet Science Center guidelines. 

• Assist Education Operations Manager with accounts receivable, including contacting client Accounts Payable departments to follow up on outstanding balances and collect payment. 

THE ABOVE STATEMENTS ARE INTENDED TO DESCRIBE THE GENERAL NATURE AND LEVEL OF WORK BEING PERFORMED BY THE PERSON ASSIGNED TO THIS POSITION.  PRINCIPAL DUTIES ARE INTENDED TO DESCRIBE THOSE FUNCTIONS THAT ARE ESSENTIAL TO THE PERFORMANCE OF THIS JOB.  AN INCUMBENT MUST BE ABLE TO PERFORM ALL OF THE ESSENTIAL DUTIES OUTLINED ABOVE.  

THIS JOB DESCRIPTION DOES NOT STATE OR IMPLY THAT THE ABOVE ARE THE ONLY DUTIES AND RESPONSIBILITIES ASSIGNED TO THIS POSITION.  AN EMPLOYEE HOLDING THIS POSITION WILL BE REQUIRED TO PERFORM ANY OTHER JOB-RELATED DUTIES AS REQUESTED BY MANAGEMENT.  ALL REQUIREMENTS ARE SUBJECT TO POSSIBLE MODIFICATION TO REASONABLY ACCOMMODATE INDIVIDUALS WITH A DISABILITY. 

Tools and equipment used to perform this position: computer, telephone, outreach program equipment, classroom equipment.  

Supervision, direction, or guidance provided for this position:  Performs duties with minimal supervision.  Supervision required to discuss non-routine questions or concerns.  

Physical/Mental Requirements:  To be considered for the job, applicants must be able to perform with reasonable accommodation, all physical & mental requirements of the position.  

Medium Work: Position involves sitting some of the time. Standing and walking are required. Position requires the ability to exert minimal force of up to 10 pounds occasionally and minimal force to carry, lift, push, and otherwise move objects frequently.