Scheduling Coordinator

Lacma; 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 seeks a Scheduling Coordinator to manage day-to-day scheduling for Visitor Services Associates and Leads in Los Angeles. The role creates and updates daily rotations, tracks attendance and timekeeping, and supports training and events in collaboration with Supervisors and the Sr.

Manager. The position requires a Bachelor’s degree or equivalent experience, 2+ years in customer service and scheduling, and availability including nights and weekends.

Qualifications

• Bachelor's degree or equivalent work experience in a relevant field.
• Minimum of two years of excellent customer service, scheduling, and training experience.
• Strong attention to detail and organizational skills in a high-volume, visitor-focused setting.
• Open availability including nights and weekends.

Responsibilities

• Schedules the Visitor Services Associates team using WhenIWork according to labor budgets and a two-week rolling schedule.
• Attends the weekly LACMA events meeting to align staffing with the events calendar.
• Develops and maintains schedules published at least two weeks in advance and communicates changes.
• Drafts and tracks disciplinary communications related to timekeeping and attendance for review by leadership.
• Serves as a troubleshooting point of contact for WhenIWork timekeeping software and hardware.
• Collaborates with multiple departments to plan staffing deployments.
• Supports daily Visitor Services operations including break schedules and opening/closing duties.
• Ensures end-of-pay-period reconciliations are completed and documented by Team Leads.
• Administers scheduling and timekeeping training for staff.
• Demonstrates guest-first service in internal and external interactions.
• Maintains knowledge of LACMA’s exhibition and programming schedule.
• Communicates policy updates clearly to colleagues, visitors, and members.
• Participates in pre-shift meetings to ensure policy compliance.
• Performs other duties or special projects as assigned.

Skills

Customer service

Scheduling

Training

Attention to detail

Organizational skills

Night/weekend availability

Education

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

Tools

WhenIWork

Job description

Reporting to the Senior Manager, Visitor Services, the Scheduling Coordinator is the primary scheduler for Visitor Services Associates and Leads, including daily schedules and gallery rotations. The Scheduling Coordinator is responsible for scheduling and communicating to all VSAs and Leads for day-to-day operations, including training, programs, and events. In addition, they create and maintain daily museum post rotations with input from Visitor Services Supervisors and Team Leads while tracking and reporting attendance violations. The role also supports daily Visitor Services operations as needed, including opening and closing leadership duties, and works closely with the Visitor Services Supervisors and Sr. Manager on administering training policies and procedures for new and existing staff.

Responsibilities:

• Schedules the Visitor Services Associates team using WhenIWork according to operational needs with approved labor budgets on a two-week rolling schedule according to business need and allocated resources
• Attends the weekly LACMA events meeting and ensures that Visitor Services staffing needs reflect the communications from the events calendar
• Develops and maintains weekly schedules, published at least two weeks in advance, and communicates schedule changes and updates to relevant parties
• Drafts and tracks all progressive discipline communications related to timekeeping, callouts, and no call/no shows for review by the Senior Manager, Visitor Services; pulls scheduling data and time card punches for Supervisors; and maintains the departmental tracker for timekeeping infractions, paid time off, and meal break compliance.
• Serves as troubleshooting point of contact for timekeeping (WhenIWork) software and hardware vendor
• Collaborates with Education, Exhibitions, Finance, Marketing, Membership, Public Programs, Strategic Services, and other related departments to prepare and implement specific staffing deployments
• Supports the Visitor Services operation including break schedules, opening and closing duties, and working at posts when necessary
• At conclusion of each pay period, ensures that Team Leads have completed their end-of-pay period reconciliation and documented accordingly
• Administers training for newly hired and existing staff for all issues related to scheduling and timekeeping
• Actively demonstrates a guest-first attitude by exemplifying excellent internal and external guest service skills at all times
• Maintains a conversational knowledge of LACMA’s exhibition and programming schedule
• Shares factual and necessary information with colleagues, visitors, and members via excellent written and verbal communications
• Participates in pre-shift staff meetings sharing relevant policy and procedure updates to ensure compliance
• Performs other duties or special projects as assigned
• Maintains regular and reliable attendance (regular schedule is Thursday–Monday)

The expected hourly rate for this Los Angeles, CA-based position is $24.00-$25.00, subject to change, and the position is eligible for LACMA's comprehensive benefits package, including a pension plan.

LACMA is committed to providing its employees with valuable and competitive benefits as a core part of a strong overall employee experience.

Qualifications:

• Bachelor’s degree in Business, Communications, or Art History and/or equivalent work experience
• A minimum of two years of excellent customer service, scheduling, and training experience
• Must operate with attention to detail and strong organizational skills while managing a continuous workflow in a visitor-focused, high-volume setting
• Must operate with strong attention to detail and strong organizational skills while managing a continuous workflow in a visitor-focused, high-volume setting
• Open availability including nights and weekends