Scheduling Coordinator

Come join the fun and make a difference with Discovery Cube! For over 25 years, we've been inspiring kids and educators alike with our hands-on science education initiatives and interactive exhibits. Our four core initiatives - STEM proficiency, early childhood education, healthy living, and environmental stewardship - are future-forward in promoting life-long-learning. Plus, with our immersive campuses in Orange County and Los Angeles, as well as our educational outreach programs, there are endless opportunities for learning exploration. As a prominent advocate for modern science education, we believe in empowering our learners with real-world applications and spotlighting science as a solution and force for good. Don't miss out on the excitement and join our important mission today!

Position:

The Scheduling Coordinator will provide critical operational support to the Guest Services Team at Discovery Cube OC. This full-time position is responsible for coordinating and maintaining daily staff schedules, event schedules, and overall workforce planning to ensure appropriate coverage for all Guest Services operations. The role will support all staffing needs, including; recruitment, hiring, onboarding, orientation, training schedules, attendance tracking and ongoing team member support. This position must be able to work weekends and holidays as needed.

Responsibilities:

Hiring & Onboarding

• Participate in the hiring process as needed. Ensuring proper amount of interviews are conducted to secure proper staffing levels.
• Facilitate Guest Services new hire orientations and onboarding activities.
• Partner with Human Resources to schedule onboarding and required employee training.

Staffing & Workforce Planning

• Coordinate weekly with the Director of Operations to ensure staffing levels and performance expectations are met.
• Collaborate with managers to identify and coordinate cross-training opportunities in preparation for major events and festivals.
• Plan staffing needs 3-6 months in advance for seasonal and high-volume programs, including Bubblefest, Pumpkin Palooza, Holidays at the Cube, Field Trips, Birthday Parties, and other special events.
• Maintain accurate records and reporting of current staffing levels.

Scheduling & Coverage Management

• Create and maintain staff schedules while managing time-off requests and employee availability.
• Oversee daily scheduling adjustments, including reviewing and approving shift swaps and schedule changes.
• Coordinate and process staffing-related Field Trip requests.
• Communicate staffing and scheduling challenges promptly and notify management teams of call-outs and coverage needs through Teams.

Attendance & Performance Tracking

• Monitor employee attendance and prepare attendance violation documentation for Guest Services and Facilities departments.
• Identify attendance trends, patterns, and concerns requiring management review or corrective action.
• Track employee attendance in coordination with Shift Lead end-of-day reporting.

Labor & Payroll Administration

• Support labor management within ADP, including labor coding, error corrections, and data integrity for Guest Services and Facilities.
• Create, maintain, and analyze labor reporting data and processes.
• Partner with managers to ensure all missing punches are corrected and payroll is prepared for approval in a timely manner.
• Meet regularly with leadership to review labor utilization, monitor staffing efficiency, and ensure labor costs remain within budget guidelines.

Uniform & Equipment

• Order, organize, and maintain staff uniforms, wardrobe items, and name tags.

Reporting & Administrative Support

• Prepare workforce planning reports and operational staffing analyses as needed.
• Assist with continuous improvement initiatives and departmental projects.
• Complete additional duties and special projects as assigned.

Qualifications:

• Some experience with operations or scheduling is desired
• Excellent attention to detail and problem-solving skills
• Demonstrated high level of competency with Microsoft Office Word, Excel, and Outlook.
• Excellent written and oral communications skills, including public speaking.
• Ability to manage many projects at one time, prioritizing, meeting deadlines and planning for high efficiency
• Initiative and strong work ethic
• Ability to analyze and track results
• Ability to work with a diverse group of people

What’s In It For You:

• Medical, dental and vision insurance
• Optional supplemental insurance coverage
• 401K with up to 4% match after one year for full-time employees
• 14 Free general admission tickets per year
• 4 Bubblefest tickets plus admission
• 10% of on-site dining and shopping discount
• Employee discounts through ADP
• Accrued paid time off for full-time employees
• 10 paid company holidays

Discovery Cube provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.