Experiential Learning Coordinator

ICAN Inc•Utica, NY

6d•Onsite

About The Position

The Experiential Learning Coordinator leads the design, coordination, and facilitation of educational programming for the Children’s Museum. This role develops engaging, developmentally appropriate learning experiences that support the museum’s mission while strengthening relationships with schools and community partners. The Coordinator oversees the planning and execution of structured programs including field trips, birthday party experiences, camps, workshops, and Mobile Museum programs, while ensuring high-quality visitor engagement and educational impact. Working closely with museum staff and community partners, this role helps expand the museum’s educational reach and supports continuous improvement through data analysis and visitor feedback. The ideal candidate is a proactive, adaptable, and organized leader with excellent communication skills. They will be a strong problem-solver who fosters a positive, team-oriented culture in a fun yet fast-paced environment.

Requirements

Bachelor’s degree in education, museum education, early childhood education, experiential learning, youth development, museum studies, or a related field preferred.
Minimum of 3–4 years of experience developing or facilitating educational programming for children, families, or school groups in a museum, school, camp, nonprofit, or informal learning environment.
Experience designing developmentally appropriate programming for diverse audiences including school groups, families, and community organizations.
Experience developing curriculum guides, lesson plans, or program materials preferred.
Demonstrated experience facilitating group learning experiences, workshops, camps, or educational programs.
Experience building partnerships with schools, educators, libraries, or community organizations preferred.
Knowledge of New York State educational standards and Universal Design for Learning (UDL) principles preferred.
Experience guiding or coordinating staff or volunteers during program delivery preferred.
Ability to adapt programming in real time to meet the needs of diverse audiences.
Equivalent combinations of education and relevant professional experience will be considered.
Interest in and ability to work with children and families from a variety of backgrounds, abilities, and experiences.
Strong facilitation skills and the ability to engage groups of children and adults in interactive learning experiences.
Excellent verbal communication skills with the ability to address large groups as well as engage visitors in one-on-one interactions.
Strong interpersonal skills and the ability to interact with visitors in a welcoming, respectful, and engaging manner.
Ability to remain calm, professional, and solution-oriented in dynamic or challenging situations.
Strong organizational and time-management skills with the ability to manage multiple priorities in a fast-paced environment.
Enthusiastic, energetic, and comfortable participating in playful, hands-on learning environments.
Positive attitude, strong work ethic, and commitment to collaborative teamwork.
Commitment to maintaining a safe, welcoming, and organized learning environment for children and families.
Respectful, approachable, and engaging professional demeanor.
This position is scheduled to work Wednesday through Sunday, with Monday and Tuesday as regular days off.
Availability for weekend hours is required, as weekends represent peak visitor periods.
Occasional evening hours may be required for special events, programs, or museum initiatives.
This role operates in an active, public-facing museum environment that includes frequent interaction with children, families, and school groups.
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is occasionally exposed to outdoor weather conditions.

Responsibilities

PROGRAM & STRATEGY PLANNING
Develop and maintain an annual programming calendar that includes field trips, birthday party facilitated experiences, camps, drop-in crafts and workshops, Mobile Museum programs, member-only programs and program related special events.
Design curriculum-aligned, developmentally appropriate programming that reflects the museum’s mission and growth goals.
Create facilitator guides, materials lists, and clear program outlines to ensure consistent program delivery.
Regularly evaluate and refresh program offerings to maintain innovation, relevance, and quality.
PROGRAM FACILITATION & IMPLEMENTATION
Lead or oversee the execution of structured programs including field trip sessions, birthday party activities, camps, workshops, Mobile Museum programs and program related special events.
Prepare program materials and supplies for field trips, birthday parties and other facilitated programs.
Welcome and orient field trips upon arrival, provide housekeeping instructions and support groups throughout their visit.
Assign and guide Play Ambassadors during program delivery to ensure clarity of roles and strong facilitation.
Maintain high standards for visitor engagement, educational integrity, and experiential quality including keeping visitors informed of programming and events through PA announcements.
Adapt programs in real time to meet audience needs and ensure successful learning experiences.
Conduct post-program debriefs and implement continuous improvement strategies.
COMMUNITY COLLABORATIONS & PARTNERSHIP DEVELOPMENT
Serve as primary relationship manager for educational and program-based community collaborations including coordinating collaboration efforts with ICAN.
Identify, cultivate, and develop mission-aligned partnerships with schools, libraries, nonprofits, youth organizations, and community groups.
Co-design collaborative programming initiatives that expand community reach, visibility, and impact.
Maintain consistent communication and follow-up with community partners.
Evaluate effectiveness and sustainability of collaborative initiatives.
Coordinate with the Executive Director on strategic or high-level partnerships when appropriate.
SCHOOL OUTREACH & EDUCATIONAL PIPELINE DEVELOPMENT
Work with the Education Liaison to develop and implement a proactive school outreach strategy.
Works with the Education Liaison to build and maintain a database of school and educational contacts.
Strengthen repeat booking pipelines in coordination with the Floor Manager.
Align programming with NYS educational standards and Universal Design for Learning (UDL) principles when appropriate.
PROGRAM EVALUATION & IMPACT REPORTING
Track attendance, participation data and engagement trends across program types.
Prepare regular program performance summaries and impact reports for the Executive Director.
Recommend program improvements based on participation data, feedback and visitor trends.
OPERATIONS & VISITOR SUPPORT
Provide operational support across the museum and Mobile Museum as needed.
Serve as designated operational support in the absence of the Floor Manager, including opening and closing the museum as scheduled.
Act as the on-site point of contact during assigned coverage periods to troubleshoot operational issues and support Play Ambassadors.
Ensure museum policies, safety procedures, and visitor experience standards are upheld during assigned operational coverage.
Identify operational needs impacting visitor experience and communicate recommendations or follow-up needs to the Floor Manager and leadership team.
This role does not include formal supervisory responsibility for staff.
Reporting, Collaboration & Communication
Maintain monthly dashboards tracking program performance and participation trends.
Analyze program data and provide recommendations to the Executive Director.
Coordinate closely with the Floor Manager and Growth & Engagement Coordinator to align programming, scheduling capacity and visitor engagement insights.
Communicate staffing needs for structured programs to the Floor Manager for scheduling purposes.
Partner with ICAN’s marketing team to support promotion of programs and collaborative initiatives.
Collaborate across teams to share updates, address challenges, and streamline visitor services.
Participate in cross-departmental meetings and contribute to organizational planning.
Support the Executive Director in advancing partnerships and initiatives that connect museum operations to UCM’s mission.
Communicate consistently with the Executive Director regarding operations, staffing, and organizational priorities.
Meet regularly with the Executive Director to review and adjust work goals and performance benchmarks.
Take ownership of assigned initiatives and projects, ensuring clear communication, timely execution, and follow-through on deliverables.
Additional duties may be assigned on an as-needed basis.