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Instructional Specialist - Group Bookings Coordinator

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Position Details

Position Information

Title Instructional Specialist - Group Bookings Coordinator
Department Biosphere 2 (1306)
Location Outside of Tucson
Position Summary

The Biosphere 2 Instructional Specialist -Group Bookings Coordinator will be responsible for responding to inquiries and sharing information about, pursuing targets of opportunity for, and executing the scheduling of: K-12, college, and adult groups visiting Biosphere 2. The Instructional Specialist – Group Bookings Coordinator will work directly with our customers to share accurate/current information and finalize logistics for a variety of specialty or private tours/educational programs. The Instructional Specialist – Group Bookings Coordinator will also work with K-12 groups on organizing and scheduling residential programs.

Biosphere 2 is one of the world’s most unique facilities dedicated to the research and understanding of global scientific issues. The Biosphere 2 facility serves as a laboratory for controlled scientific studies, an arena for scientific discovery and discussion, and a far-reaching provider of public education. Its mission is to serve as a center for research, outreach, teaching and life-long learning about Earth, its living systems, and its place in the universe; to catalyze interdisciplinary thinking and understanding about Earth and its future; to be an adaptive tool for Earth education and outreach to industry, government, and the public; and to distill issues related to Earth systems planning and management for use by policymakers, students and the public.

With more than $622 million in research and development dollars from federal, state, and private sources, The University of Arizona currently ranks #23 among public universities in the US in overall research expenditures and #6 in physical science research. With world class faculty in fields as diverse as astronomy and space exploration, plant science, biomedical science and biotechnology, anthropology, Native peoples, business, law, philosophy, music, and dance, the UA is one of only 62 members in the Association of American Universities. The University’s main campus is situated in the heart of Tucson. Surrounded by mountains and the high Sonoran Desert, Tucson boasts a distinctive southwestern feel and enjoys more than 300 days of sunshine each year.

The UA today has over 43,000 students, and nearly 15,600 employees. The main campus has grown from its original 40 acres to more than 350 acres, and boasts the oldest continually maintained green space in Arizona. The University of Arizona offers a broad range of educational programs and support services that attract an excellent and diverse student body.

Outstanding UA benefits include health, dental, and vision insurance plans; life insurance and disability programs; paid vacation, sick leave, and holidays; UA/ASU/NAU tuition reduction for the employee and qualified family members; activities; and more!

Duties & Responsibilities

• Establish and promote a positive, team based and ‘visitor-first’ central culture where staff truly enjoy being at Biosphere 2.
• Work directly with teachers and administrators to complete the booking process and appropriate paperwork for day programs, private tours and residential programs.
• Maintain the group bookings spreadsheet and calendar.
• Hold bi-weekly or monthly group booking meetings.
• Work with the B2 financial office to clear payments for billed groups.
• Enter and clear groups in the point of sales system.
• Maintain the group booking files.
• Ensure and enable effective communication within the admissions team and with colleagues in other departments.
• Assist with the development and implementation of K-12 educational programs.
• Represent B2 at community and school functions.
• Help ensure that information shared with the public, teachers, and staff via email, print, website, or other is up-to-date and accurate.
• Respond promptly to inquiries and questions from potential customers.
• The ability to work a flexible schedule which may include evening, weekend and holiday shifts.
• Additional duties may be assigned.

Knowledge, Skills, & Abilities

• Ability to interact with others in a mutually courteous and professional manner
• Ability to effectively present information to others
• Ability to professionally respond to common inquiries or complaints from guests and visitors
• Ability to troubleshoot and solve practical problems and deal with a variety of variables in situations where only limited information or standardization exists
• Desire and willingness to continually find and implement improvements and efficiencies
• Demonstrated ability to effectively schedule and manage groups from the information-gathering stage, to detailed logistics, to execution, and to follow through.

Minimum Qualifications

Along with the Arizona Board of Regents Minimum Qualifications below:
• Proven customer service, cash management, and administrative experience

Arizona Board of Regents Minimum Qualifications

Bachelor’s degree in a field appropriate to the area of assignment; OR, four years of progressively responsible instructional or subject work experience; OR, any equivalent combination of experience, training and/or education.

Preferred Qualifications

• Must have 3+ years’ experience in a customer service position
• Strong computer skills – proficiency in Microsoft Word, Excel, and Outlook a must
• Excellent customer service skills
• Background in science and/or education

Full Time/Part Time Part Time
Number of Hours Worked per Week 30
Job Category Administrative and Professional
Benefits Eligible Yes - Full Benefits
FLSA Non-Exempt
Posted Rate of Pay DOE
Type of criminal background check required: Name-based criminal background check (non-security sensitive)

Posting Detail Information

Posting Number S24583
Number of Vacancies One
Desired Start Date
Position End Date (if temporary)
Limited to Current UA Employees No
Contact Information for Candidates

Kevin Bonine
(520) 621-0232

Open Date 02/09/2018
Review Start Date 02/14/2018
Close Date
Open Until Filled Yes
Special Instructions to Applicant
Quick Link for Internal Postings
Diversity Statement

At the University of Arizona, we value our inclusive climate because we know that diversity in experiences and perspectives is vital to advancing innovation, critical thinking, solving complex problems, and creating an inclusive academic community. We translate these values into action by seeking individuals who have experience and expertise working with diverse students, colleagues and constituencies. Because we seek a workforce with a wide range of perspectives and experiences, we encourage diverse candidates to apply, including people of color, women, veterans, and individuals with disabilities. As an Employer of National Service, we also welcome alumni of AmeriCorps, Peace Corps, and other national service programs and others who will help us advance our Inclusive Excellence initiative aimed at creating a university that values student, staff and faculty engagement in addressing issues of diversity and inclusiveness.

Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Where did you first learn about this position?
    • Arizona Daily Star
    • Arizona Republic
    • Chronicle of Higher Education
    • Department of Economic Security (DES)
    • Diverse Issues in Higher Education
    • Hispanic Outlook in Higher Education
    • Jobing.Com
    • LinkedIn
    • Local Job Banks
    • Pima County One-Stop
    • Professional Conference
    • Professional journal/publication
    • Referred by UA Employee
    • Invited by Dept to Apply
    • UA Website
    • Other
  2. * Do you have a Bachelor's degree in a field appropriate to the area of assignment; OR, four years of progressively responsible instructional or subject work experience; OR, any equivalent combination of experience, training and/or education?
    • Yes
    • No

Documents Needed to Apply

Required Documents
  1. Cover Letter
  2. Resume
Optional Documents