Scheduling Coordinator

Los Angeles County Museum of Art (LACMA); Los Angeles (CA); On-site; USD 33,000 - 34,000; Full time

Benefits offered by this job

Comprehensive benefits package

Pension plan

Job summary

Los Angeles County Museum of Art (LACMA) seeks a Scheduling Coordinator for Visitor Services. You will manage daily schedules for Visitor Services Associates and Leads, coordinate gallery rotations, and support training and events.

This role requires accuracy, collaboration with multiple departments, and strong communication. Regular shifts Thursday–Monday with a comprehensive benefits package including a pension plan.

Qualifications

• Two years or more of excellent customer service, scheduling, and training experience.

Responsibilities

• Schedules Visitor Services Associates and Leads on a two-week rolling schedule using WhenIWork.
• Attends weekly events meetings to reflect staffing needs from the events calendar.
• Develops and maintains schedules published at least two weeks in advance and communicates changes.
• Maintains timekeeping discipline communications and pulls scheduling data for supervisors.
• Serves as troubleshooting point for WhenIWork timekeeping software and hardware.
• Collaborates with multiple departments to deploy staffing as needed.
• Supports opening/closing duties and breaks; assists as needed at posts.
• Ensures end-of-pay-period reconciliations are completed and documented.
• Administers scheduling training for new and existing staff.

Skills

Customer service

Scheduling

Training

Education

Bachelor's degree

Job description

Visitor Services

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