School Experiences Coordinator in Toronto

Opened in 1914 and welcoming over 1.3 million visitors annually, the Royal Ontario Museum (ROM) is Canada's most-visited museum, ranking among the top 10 cultural institutions in North America. At ROM, we are dedicated to building and sharing global collections, sharing knowledge, inspiring learning, and fostering community engagement.

We are seeking a highly organized, service-oriented School Experiences Coordinator to oversee the scheduling, administration, and day-to-day coordination of ROM's onsite and online educational programs. Reporting to the Manager, School Programs, you will serve as a key point of contact for visiting school groups, educators, and program participants, ensuring that bookings, payments, schedules, and logistical arrangements run smoothly.

This role is ideal for an experienced administrative and customer service professional who enjoys working in a fast-paced educational environment, supporting teams, and creating welcoming, well-organized experiences for students and educators. You will collaborate with colleagues across the Museum to support meaningful learning experiences for school communities.

HOW YOU WILL MAKE AN IMPACT

• Coordinate the scheduling, registration, reception, and delivery logistics for onsite and online school programs, ensuring a welcoming and organized experience for visiting groups.
• Oversee school group bookings, admissions, payment processing, and daily arrangements, including learning spaces, lunch schedules, group orientation, and visitor flow.
• Develop and maintain accurate daily and weekly program schedules, coordinating with teaching staff and other ROM departments to ensure effective use of spaces and resources.
• Respond to school inquiries and special requests, resolve booking conflicts, and adjust schedules when circumstances change, including cancellations, weather disruptions, or technical issues.
• Supervise and train part-time School Experiences Organizers, coordinate daily work assignments, and oversee staff attendance and payroll reporting for School Programs employees and interns.
• Manage financial administration, including balancing payments, preparing deposits, coordinating invoices, reconciling transactions, and following up on outstanding accounts.
• Maintain accurate registration, attendance, revenue, client feedback, and staffing records, preparing reports to support departmental planning and financial decision-making.
• Collaborate with School Programs educators, Finance, Visitor Experience, Security, Facilities, and other ROM teams to coordinate logistics, resolve concerns, and support successful program delivery.
• Maintain accurate program information across booking systems and communication channels, coordinate administrative resources and supplies, and support continuous improvements to the school visitor experience.

WHAT YOU BRING

• Completion of three (3) years of post-secondary education or training in Arts Administration, Hospitality, Business, or a related field, or an acceptable equivalent combination of education and experience.
• Minimum three (3) years of administrative and customer service experience, including experience handling cash or processing payments, preferably in an educational or cultural environment.
• Excellent customer service, interpersonal, and communication skills, with the ability to interact professionally and courteously with educators, students, colleagues, and diverse visitors.
• Strong proficiency with Microsoft Office and other standard business applications, including spreadsheets, databases, email, and reporting tools.
• Experience using booking, scheduling, payroll, or other customized administrative systems, along with working knowledge of point-of-sale (POS) terminals.
• Demonstrated organizational and time-management skills, with the ability to manage competing priorities, maintain accuracy, and adapt quickly in a busy, visitor-facing environment.
• Strong analytical, problem-solving, and decision-making skills, with the ability to exercise sound judgment, work independently, and resolve unexpected scheduling or customer service challenges.
• Ability to collaborate effectively across departments, coordinate logistical details, and support a positive, efficient team environment. Previous supervisory experience is an asset.
• French-language proficiency, particularly the ability to communicate effectively with French-speaking clients, is an asset.

WHAT WE OFFER

• Comprehensive benefits coverage: For permanent and full-time contract positions (conditions apply), enjoy paid benefits for individuals and families, a health spending account, and an Employee Assistance Program.
• Worry-free retirement savings: With our optional pension plan, you benefit from an employer-matched Defined Benefit contribution plan, which provides predictable lifetime retirement income, survivor benefits, and early retirement options without the stress of investment decisions.
• Perks: Free ROM membership for permanent full-time and part-time staff, plus discounts to over 200 attractions through Attractions Ontario.

SALARY & TERMS OF EMPLOYMENT

• START DATE: December 2026
• OPEN DATE: October 19, 2026
• CLOSE DATE: Open until filled
• STATUS: Full-time, contract
• EMPLOYEE GROUP: OPSEU Local 543
• EXPECTED COMPENSATION: $64,506 - $73,722
• SCHEDULE: 35 hours weekly
• PROBATIONARY PERIOD: Six (6) months
• LOCATION (onsite): Toronto, ON

WHAT TO EXPECT IN OUR INTERVIEW PROCESS

• First interview: A 1-hour in-person or virtual interview with the Hiring Manager and a member of the HR team. This in-depth interview will focus on your skills and how they align with the team's and ROM's needs.

COMMITMENT TO DIVERSITY, EQUITY, INCLUSION, & ACCESSIBILITY

At ROM, we embrace diversity in our exhibits, communities, and teams. We encourage applications from racialized persons, Indigenous Peoples, persons with disabilities, 2SLGBTQI+ individuals, and those who can further diversify our ideas. We are committed to equitable employment opportunities and a workplace free from discrimination and harassment.

We welcome and accommodate candidates with disabilities throughout the selection process. Please contact us at careers@rom.on.ca for assistance.

ADDITIONAL INFORMATION

ROM does not require 'Canadian experience.' International applicants with equivalent experience are encouraged to apply.

ROM uses technology-assisted tools (including JazzHR TalentFit) to support the review and screening of applications. All hiring decisions are made by human reviewers.

This posting is for an existing vacancy. Only candidates selected for an interview will be contacted. Please note that all candidates receiving a verbal job offer will be subject to a background check. This includes a criminal background check and verification of professional references, and other checks depending on the role.