Reservations Coordinator

Position Impact

The Reservations Coordinator is a member of the Visitor Services Department. The Reservations Coordinator serves as the main point of contact for groups interested in booking school field trip programs as well as general group visits to the Science Center. The role is a combination of working with the Education department in school programming, and the sales of all groups wishing to visit the center. Programs include school field trips, teacher workshops, outreach programs and public education workshops, in addition to all group sales ranging from 12 people to hundreds. The Reservations Coordinator takes the lead role in assigning staff resources to leading education programs, as well as booking room and lab spaces for programs and internal staff use. This position is responsible for scheduling and keeping records of all K-12th grade science center education programs at Chabot. The Reservations Coordinator works under the supervision of the Director of Visitor Experience.



  • Education Programs Scheduling – Schedules school groups into educational programs including center field trips, science classes, public workshops, and outreach visits; checks in groups as they arrive each day.
  • Sales – Actively works to promote educational programs to all audiences.
  • Database and Bookings Calendar – Use Altru bookings software to schedule programs, events and staff assignments. Builds and maintains master database of past and potential visiting groups including teachers and schools. The database is used to maintain and increase program bookings each year. Regularly updates a centralized, online bookings calendar with scheduled school group visits and other educational events.
  • Reporting – Prepares numerous types of reports including weekly and monthly attendance and earned revenue, projections for future attendance and revenue, detailed analysis of package choices, statistics for grant reporting and others as needed. Advanced skills in the use of Microsoft Excel are required.
  • Program Evaluation – Prepares, updates and distributes post-event evaluation surveys and forwards recommendations for improvements and overall client satisfaction to appropriate staff.
  • Instructor Schedules and Supervision – Works in collaboration with the director to appropriately schedule science instructors, interns, and other program delivery staff into programs.
  • Communication and Correspondence – Responds to telephone, email and in-person inquiries from prospective clients about their event needs and/or interests with a focus on delivering the best possible visitor experience. Assists clients with pricing, payment, schedules, deposit requirements and program activities. Creates systems and templates for efficient communication and correspondence.
  • Program Payment – Mails out invoices, confirmations and schedules. Receives payments for school visits and creates and handles purchase order billing as necessary. Prepares payments for accounting deposits and processes payments in Altru. Follows up on outstanding payments.
  • Onsite Greeting and Orientation – Greets visiting groups upon arrival at the Center and orients them to their scheduled activities; assist groups in planning and preparation of activities during visit.
  • Program Promotion and Capacity Building – Assists with marketing of schools’ programs, teacher professional development, summer programs, outreach, and other related education activities. Disseminates information packets about CSSC to potential visitors.
  • General Support – Provides administrative support to department staff. Provide on-site assistance during events.
  • Additional tasks as assigned.


Required Skills/Abilities

  • Telephone customer service and sales experience.
  • Experience with the use of Microsoft Office, and Google software tools.
  • Experience with point-of-sale systems.
  • Experience with CRM databases
  • Outstanding customer service with all ages.
  • Outstanding teamwork skills and interpersonal and written communication.
  • Strong organizational and project management skills.
  • Exceptional attention to detail.
  • Outstanding analytical and creative skills
  • Experience with money handling and processing.
  • Strong problem-solving skills.
  • Ability to organize and execute multiple event planning tasks.
  • Ability to effectively administer and coordinate a variety of concurrent and ongoing activities.
  • Ability to prioritize and work well under pressure.
  • Demonstrates initiative and excellent follow through.

Education and Experience

  • B.A./B.S. degree (or equivalent from four-year college or technical school) and one to two years related experience and/or training.

Physical Requirements

  • Variable seated work with on the floor activity.

Work schedule

  • 8-hour shift
  • Monday through Friday
  • Evening and weekend potential
  • Other events and programs as needed
  • Work location: primarily in person

Salary and Benefits

Salary Range: $53,000-$60,000

Benefits include:

  • Medical, dental, vision and life insurance
  • 403b retirement plan for employees
  • Professional development opportunities
  • Reciprocal benefits for museum admission through the ASTC program
  • Free Chabot Space & Science Center membership
  • Discounts on Chabot’s café and museum gift shop

How to Apply

Email resume and cover letter to: jobs@chabotspace.org

Chabot Space & Science Center strives to offer an accessible recruiting and hiring process for all. If you would benefit from reasonable accommodation at any stage in the process, please reach out to the hiring manager directly.

Chabot is an Equal Opportunity Employer

Chabot is an Equal Opportunity Employer committed to diversity, equity, and inclusion.  Our employees are people with differing strengths, experiences, and backgrounds who share a passion for bringing science to the full range of our community – sparking excitement about a universe of possibilities beyond our planet. Diversity not only includes race and gender identity but also age, disability status, veteran status, sexual orientation, religion, and many other parts of one’s identity. All our employees’ points of view are key to our success, and inclusion is everyone’s responsibility.