Scheduling Coordinator

Museum Associates•Los Angeles, CA

5d•$24 - $25

About The Position

The Scheduling Coordinator is the primary scheduler for Visitor Services Associates and Leads, managing daily schedules and gallery rotations. The coordinator communicates staffing plans for day-to-day operations, including training, programs, and events, and maintains daily museum post rotations in consultation with Visitor Services Supervisors and Team Leads. The role tracks and reports attendance violations and supports daily Visitor Services operations, including opening and closing leadership duties. It also works with Visitor Services Supervisors and the Senior Manager to administer training policies and procedures for new and existing staff. This is a regular, full-time position in Visitor Services with a regular schedule of Thursday through Monday. The position is based in Los Angeles, California, and the expected hourly rate is $24.00–$25.00, subject to change. It is eligible for LACMA's comprehensive benefits package, including a pension plan.

Requirements

Bachelor's degree in Business, Communications, or Art History, and/or equivalent work experience.
At least two years of excellent customer service, scheduling, and training experience.
Attention to detail and strong organizational skills while managing continuous workflow in a visitor-focused, high-volume setting.
Open availability, including nights and weekends.
Regular and reliable attendance; the regular schedule is Thursday through Monday.

Responsibilities

Schedules Visitor Services Associates using WhenIWork according to operational needs, approved labor budgets, business needs, and allocated resources on a two-week rolling schedule.
Attends the weekly LACMA events meeting and aligns Visitor Services staffing needs with information from the events calendar.
Develops and maintains weekly schedules, publishes them at least two weeks in advance, and communicates schedule changes and updates to relevant parties.
Drafts and tracks 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 trackers for timekeeping infractions, paid time off, and meal-break compliance.
Troubleshoots WhenIWork timekeeping software and hardware issues as a point of contact with the vendor.
Collaborates with Education, Exhibitions, Finance, Marketing, Membership, Public Programs, Strategic Services, and other departments to prepare and implement staffing deployments.
Supports Visitor Services operations, including break schedules, opening and closing duties, and working at posts when necessary.
Ensures Team Leads complete and document their end-of-pay-period reconciliation.
Administers training for newly hired and existing staff on scheduling and timekeeping.
Demonstrates a guest-first attitude and excellent internal and external guest-service skills.
Maintains conversational knowledge of LACMA's exhibition and programming schedule.
Communicates factual and necessary information to colleagues, visitors, and members through strong written and verbal communication.
Participates in pre-shift staff meetings and shares relevant policy and procedure updates to support compliance.
Performs other duties or special projects as assigned.
Maintains regular and reliable attendance.