Guest-First Scheduling Coordinator | Visitor Services

Lake Area Mortgage; Los Angeles (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

Pension plan

Comprehensive benefits package

Job summary

LACMA is seeking a Scheduling Coordinator (Regular, Full-Time) to manage Visitor Services staffing. You will schedule the team using WhenIWork, align with labor budgets, and publish schedules two weeks in advance while communicating updates to all stakeholders.

You will collaborate with Education, Exhibitions, Finance, Marketing and other departments to deploy staffing, support opening/closing duties, and ensure guest‑focused service with strong timekeeping processes.

Qualifications

• Bachelor's degree in Business, Communications, or Art History or equivalent experience.
• At least two years of excellent customer service and scheduling experience.
• Strong attention to detail and ability to manage high-volume workflow.

Responsibilities

• Schedules the Visitor Services Associates team using WhenIWork with labor budgets on a two-week rolling schedule.
• Attends the weekly LACMA events meeting and ensures staffing reflects the events calendar.
• Develops and maintains weekly schedules published two weeks in advance; communicates changes.
• Tracks timekeeping, time card punches, and attendance; maintains the departmental tracker.
• Troubleshoots timekeeping software and coordinates with hardware vendors as needed.
• Collaborates with Education, Exhibitions, Finance, Marketing, Membership and other departments for staffing deployments.
• Supports operations including break schedules, opening/closing duties, and posts when needed.
• Conducts end-of-pay-period reconciliations and trains staff on scheduling and timekeeping.
• Maintains guest-first service mindset and knowledge of exhibitions and programming.
• Participates in pre-shift meetings to share policy updates and ensure compliance.

Skills

Customer service

Scheduling

Training

Attention to detail

Organizational skills

Open availability

Time management

Education

Bachelor's degree in Business, Communications, or Art History

Tools

WhenIWork

Timekeeping systems

Job description

LACMA is seeking a Scheduling Coordinator (Regular, Full-Time) to manage Visitor Services staffing. You will schedule the team using WhenIWork, align with labor budgets, and publish schedules two weeks in advance while communicating updates to all stakeholders.

You will collaborate with Education, Exhibitions, Finance, Marketing and other departments to deploy staffing, support opening/closing duties, and ensure guest‑focused service with strong timekeeping processes.