Tour & Program Support Coordinator

Job Description

The Tours & Program Support Coordinator is responsible for booking and oversight of all tour groups to Sonoma Botanical Garden (SBG). This position reports to SBG’s Public Programs Manager and is a member of the administrative team.

The Tours & Program Support Coordinator ensures a smooth, welcoming, and efficient experience for all adult and school groups visiting Sonoma Botanical Garden. This role is responsible for responding to inquiries, scheduling guided and self-guided tours, coordinating volunteer tour guides, and communicating all relevant details to internal teams. Ideal for a skilled communicator and organized multitasker, this part-time position is central to providing an exceptional educational and visitor experience.

About Us

The mission of Sonoma Botanical Garden is to inspire an appreciation and understanding of the beauty and value of Asian and California native plants, and to promote their conservation in natural habitats and gardens.

Since its founding in 1987 by Jane Davenport Jansen, Sonoma Botanical Garden has been dedicated to celebrating and conserving the plant diversity of temperate East Asia. In 2021, this vision grew to encompass another biodiversity hotspot: the California floristic province. At first glance, the Garden is meandering pathways, seasonal features, and hidden picnic spots, but a closer look reveals there is so much more. Every plant is accounted for with unique identifiers (accession numbers), species name, and source information.

Cultivating Arts & Culture
The Garden is also a place where nature and art meet. Through exhibitions, performances, and community partnerships, we connect people of all ages to the natural world in meaningful ways. By serving as both a cultural hub and a conservation leader, the Garden highlights the intersection of creativity, ecology, and stewardship in an inspiring setting.

Duties & Responsibilities

Public Programs Support
• Provide support for public programs as needed, in coordination with the Public Programs Manager.
• Assist with day-of program logistics, including setup, breakdown, guest check-in, and wayfinding.
• Serve as an on-site point of contact for instructors, volunteers, or presenters when assigned.
• Support a welcoming and well-organized visitor experience during lectures, workshops, and seasonal programs.
Tour Booking & Coordination
• Serve as the primary point of contact for all adult, school, and group tour inquiries.
• Respond promptly to email and phone requests, providing availability, pricing, and program options.
• Schedule and confirm all tours, ensuring accurate details are shared with the Visitor Experience Team, volunteer guides, and relevant staff.
• Maintain an organized tour calendar, including guides assigned, special needs/requests, and logistical considerations.
o Ensure that tours are added to larger Garden Calendar.
• Prepare itineraries and confirmation materials for visiting groups.
Volunteer & Guide Coordination
• Works with the Public Programs Manager to coordinate volunteer tour guides, ensuring each tour is staffed appropriately.
• Communicate tour expectations, group size, timing, and content focus with assigned guides.
Recordkeeping & Administrative Support
• Use Veevart (CRM) or other booking systems to track inquiries, reservations, attendance, and follow-up notes.
• Maintain accurate attendance and tour data for reporting and evaluation.
• Collect and compile participant and teacher feedback to support program improvements.
Visitor Communication & Support
• Provide warm, clear, and helpful communication to visiting teachers, group leaders, and adult groups.
• Share information on program offerings, accessibility, and Garden policies.
• Ensure groups are welcomed and oriented upon arrival when scheduled to be on site.

Education and Experience

KNOWLEDGE, SKILLS, AND ABILITIES:
• Experience in customer service, education, program coordination, or visitor services preferred.
• Excellent written and verbal communication skills.
• Strong organizational skills with the ability to manage multiple bookings simultaneously.
• Friendly, professional demeanor with comfort engaging diverse audiences.
• Ability to work independently and collaboratively.

REQUIRED EDUCATION AND EXPERIENCE:
• Undergraduate degree or equivalent experience.
• Two or more years of office, scheduling, or program coordination experience.
• Demonstrated experience in working with people and/or groups.

PREFERRED QUALIFICATIONS, COMPETENCIES, AND EXPERIENCE:
• Ability to use CRM or booking software (Veevart experience a plus).
• An appreciation for environmental conservation and for the mission of the Garden.
• Supportive and respectful of the need to serve a diverse community.
• Demonstrates fairness and integrity.
• Be a good listener and have a sense of humor.
• Flexible and able to work on occasional evenings and weekends

Additional Information

PHYSICAL DEMANDS AND WORK ENVIRONMENT:
The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform these essential functions.
• Physical Demands: Requires some physical activity: limited lifting and carrying (up to 25 lbs.), walking on uneven gravel paths, moving from place to place which may include sitting, standing and/or walking for extended periods of time.
• Work Environment: Work is performed in a shared space in all weather conditions.
• Equipment: General office equipment, two-way radio, and mobile phone.
• On site transportation: Garden Tram (golf cart). Valid CA driver’s license and Motor Vehicle Records check required. Training will be provided.
• Schedule: Position requires regular weekday hours with occasional evenings or weekends. Hours may fluctuate based on seasonal needs.

NOTE TO ALL CANDIDATES
Due to the nature of the Garden’s work, which may include interaction with children, you should expect to undergo and be cleared of an employment background/criminal check if extended an offer for employment. You also may be asked to provide proof of educational degree(s), licenses or credentials relevant to the position.

Sonoma Botanical Garden is an equal opportunity employer. We value the diversity of individuals and the ideas, perspectives, insights, and values they bring to the workplace

Application Instructions

To apply, please send a cover letter and resume to hr@sonomabg.org.