Museum Administrative and Visitor Engagement Coordinator

Manages front-of-house operations, including visitor greetings and guest services, ensuring that every visitor encounter reflects the museum’s vision to provide accessible and engaging experiences for all.

As the point person for daily operations, the Administrative and Visitor Engagement Coordinator will manage admissions, visitor services, and collaborate across staff roles to support public programs, events, and museum initiatives. The role also involves administrative duties, managing the gift shop, and helping to coordinate special museum events.

Visitor Experience and Guest Services

• Lead front-of-house operations, including guest services and the museum gift shop
• Ensure high standards of hospitality and visitor engagement
• Supervise, manage, and train front desk staff, interns, and volunteers
• Coordinate and manage visitor experience feedback surveys and reports as well as help develop strategies to improve visitor experiences
• Track and report attendance data and information
• Learn the WMFA’s core history, mission, and content of exhibitions to introduce visitors to galleries, answer questions, and engage visitors as needed.

Administrative and Financial Management

• Perform general administrative and clerical duties, including answering emails and phone calls, mail handling, and record management.
• Assist Director with budget tracking and management as well as grant application and reports.
• Manage and/or coordinate purchasing, requisitions, reimbursements, shipping, and contracts
• Manage donations, annual appeal records, Collector’s Circle memberships, and museum mailers
• Manage staff meeting notes and museum document organization
• Maintain general office supplies and equipment as well as organization of supply room

Retail Management

• Maintain and operate gift shop, including merchandising, pricing, and promotions
• Manage, train, and operate Touchpoint point of sales system

Event Support and Community Engagement

• Assist with the coordination and organization of special museum events and programs
• Serve as a liaison between front desk staff and volunteers to facilitate clear communication, engagement, and quality visitor experiences

Sufficient dexterity, agility, and physical condition to perform routine office tasks. Light lifting might be required.

Must have at least two years of experience in clerical positions. Experience in budget management, scheduling meetings, timekeeping, preparation of documents, and purchasing and requisitions required. Should have responsible experience in general office practices and procedures, including some administrative work, preferably in a higher education environment or museum environment.

Requires knowledge and skill in the use of various office equipment and personal computer software programs, including but not limited, to Word and Excel and other database applications. Considerable knowledge of accepted office procedures, principles and practices. Ability to understand and interpret policies and procedures in relation to carrying out a program. Attention to detail, organization, and ability to multi-task.

Graduation from high school, plus college level courses in business administration and/or secretarial administration. Bachelor's degree preferred.

Requires excellent interpersonal and oral and written communication skills. Must be well organized, demonstrate initiative, be able to work independently with little supervision and to solve complex problems. Must maintain confidentiality. Ability to work in a self-motivated, self-directed fashion while serving as a member of a collaborative team. Must be a positive representative for the Wichita Falls Museum of Art and Midwestern State University.

Requires the ability to maintain positive working relationships with students, faculty, staff, and the community. Must adhere to University’s core values: People-Centered, Community, Integrity, Visionary, and Connections, per the MSU Texas Values Journey. Personal cell phone usage may be required to complete position duties, including multi-function authentication requirements. Regular reliable attendance is required.

This position is designated as security sensitive (Mod) and requires a criminal background check. Position is designated as a Responsible Employee as outlined by Title IX. May serve as Campus Security Authority as outlined by the Clery Act.