Seasonal Full-time Scheduling Coordinator

Orlando Magic; Orlando (FL); On-site; USD 30,000 - 45,000; Full time

Job summary

The Orlando Magic is seeking a Seasonal Full-Time Scheduling Coordinator to provide administrative support for staffing requirements in the Broadcast Technology & Services department. This role includes managing part-time employee schedules and coordinating A/V needs for various events, offering a unique opportunity to work in a vibrant sports environment while fostering community involvement and teamwork.

Benefits

5 days personal time off + 8 holidays

Hybrid work model and casual attire

Learning and development opportunities

Employee Resource Groups (ERGs)

Company sponsored events and volunteer opportunities

Qualifications

• 1+ years of audio visual and/or game production experience preferred.
• Reliable transportation required.
• Ability to work flexible hours including nights and weekends.

Responsibilities

• Serve as primary liaison for scheduling part time/event employees.
• Coordinate staffing needs with management and ensure compliance.
• Manage event scheduling and logistics documentation.

Skills

Communication

Organizational Skills

Technical Skills

Education

College degree in Communications, Sports Management, or Radio/Television

Tools

Microsoft Office

Job description

Please note that is a seasonal role. It will have a start date of early September and end at the end of the 2025-26 season.

Before we get into the specifics of the role, there are a few things we want you to know:

At the Orlando Magic, our approach is to not only learn as much about you as we can, but for you to learn about us. This is definitely a two-way street, so time with your potential new leader, teammates, and/or other departments that the role will work with is critical. It isn’t just, “what are we looking for”, but also, “what do we have to offer you” and “are we the right fit for you.” While every position is different, our interview process is typically a three-step process, sometimes more depending on the level and nature of the role.

What We Offer You

• Being a seasonal role, we offer 5 days of personal time off per year + 8 holidays that coincide with the NBA season. Please note that the Orlando Magic are eligible to play on Thanksgiving and Christmas day as scheduled by the league office
• A hybrid work model, casual work attire on non-game days, learning and development opportunities, Employee Resource Groups (ERGs), company sponsored events, volunteer opportunities & outings for every employee
• Culture built on Community, Innovation, Legendary and Teamwork!
  
  

A Quick Summary About The Role

The Seasonal Full-time Scheduling Coordinator will provide administrative support for the staffing requirements of all in-arena production and audio visual technical staff within the Broadcast Technology & Services department (BTS) across multiple venues. In coordination with the Control Room Sr Manager and Assistant Director of A/V services, the primary focus of the Scheduling Coordinator will be to staff the in-arena production and A/V support needs for all events at Kia Center (including but not limited to Orlando Magic basketball, Orlando Solar Bears hockey, Orlando Predators in-arena football, concerts, and other hospitality events), AdventHealth Training Center, Silver Spurs Arena (Osceola Magic basketball), and off-site special events as requested.

What The Role Will Do

• Serve as the primary liaison for all Broadcast Technology and Services part time/event employee schedules.
• Coordinate with supervisor, Assistant Director of A/V Services, Senior Technical Engineer, Lead Audio Engineer, BTS A/V Staff and SFT Technical/Director for all full-time and part-time staffing requirements for all internal and external events.
• Ensure all employees scheduled arrive for their assigned shifts and clock-in, as well as backfill/replace positions as conflicts arise whether that be in advance or day-of event/game which may fall outside standard office hours or on weekends.
• Attend weekly Kia Center Event Production Meeting and update upcoming events in the shared BTS/BP Outlook Calendar and digital displays with all finalized schedules and event information.
• Manage A/V Requests submitted through SharePoint system and coordinate audio visual needs with Assistant Director of A/V Services and other employees as assigned, along with LED/Digital Signage requests for graphics and logos with Event Programming Coordinator.
• Assist Sr. Control Room Manager and Assistant Director A/V Services with special event requests and client event walk-throughs.
• Utilizing ABI or equivalent, review availability of part-time staff, create crew schedules and export/edit the Event Positioning Report (crew call sheet) that provides all necessary event logistics including but not limited to pre/post-game information, strike schedules, and production timeline in advance of each game.
• Distribution of event/game scheduling via email and BTS/BP Outlook Calendar.
• Print and distribute the following documents each game/event: work orders and/or EID’s (event information documents), crew sheets, press level dining list, Shader event notes etc.
• Assist the Sr. Control Room Manager in coordinating with external video production clients, such as Local and National TV affiliates, as needed.
• Serve as the main point of contact for submitting oversized department credentials for part-time employees, and other vendors and guests as requested.
• Ensure distribution of all part-time building access badges, access cards, name tags and crew polos.
• Prepare detailed ABI reports for Sr. Director Broadcast Technology & Services, Sr. Control Room Manager and Assistant Director A/V Service for internal/external services and labor tracking as needed.
• Maintain monthly event list document and manage Full Time Labor tracking within the BTS department.
• Assist Sr. Control Room Manager and Assistant Director A/V Services with preparing estimates and completing BTS billables to be sent to Orlando City Venues (Kia Center).
• Process, track, and distribute all shipments and deliveries and incoming/outgoing daily mail for BTS department.
• Provide office support to the Broadcast Technology and Services department.
• Maintain the part-time crew contact list along with department distribution lists.
• Manage and update the BTS/BP Shared calendar and Digital displays in regard to scheduled meetings, events, games, vacation/travel, and part-time staff schedules.
• Update Slack Messenger App with upcoming crew sheets for events and distribute to other team personnel as needed
• Prepare all vendor invoices as needed for payroll purposes.
• Order and maintain inventory of BTS department office supplies.
• Coordinate and/or provide assistance with all other duties as assigned.
• All other duties as assigned.
  
  

What The Role Needs To Have

• College degree in Communications, Sports Management, Radio/Television or equivalent experience required.
• Minimum of 1+ years with audio visual and/or game production experience preferred.
• Reliable transportation is required.
• Ability to work all Magic home games plus a select number of non-Magic events. This includes the ability to work a flexible schedule including nights and weekends and be on-call as necessary based on the changing priorities of the department.
• Proficient in all Microsoft Office products and other related computer skills required.
  
  

Physical Requirements

• None
  
  

If this opportunity is a role you're passionate about and it fits with your skills and experience, then we welcome you to take the next step and apply!

All offers of employment are contingent on successful completion of our pre-employment screenings, that will include a background check and may include a drug screen.

Please note that this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the job. While this is intended to be an accurate reflection of the current job, management reserves the right to revise the job or to require that other or different tasks be performed as assigned.

The Orlando Magic are not accepting unsolicited assistance from search firms for this employment opportunity. All resumes submitted by search firms to any employee at the Orlando Magic via-email, the internet or in any form and/or method without a valid written Statement of Work in place for this position from Orlando Magic HR/Recruitment will be deemed the sole property of the Orlando Magic. No fee will be paid in the event the candidate is hired by the Orlando Magic as a result of the referral or through other means.

The Orlando Magic is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, religion, color, sex (including pregnancy and gender identity), sexual orientation, parental status, national origin, age, disability, family medical history or genetic information, political affiliation, military service, any other non-merit based factor or any other characteristic protected by applicable federal, state or local laws. Our leadership team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment. If you’d like more information about your EEO rights as an applicant under the law, please visit http://www1.eeoc.gov/employers/poster.cfm