Season Fulltime Scheduling Coordinator

Season Fulltime Scheduling Coordinator

Job Category: Coordinator

Full-Time

On-site

Orlando, FL 32801, USA

Description

Please note that this role is a seasonal fulltime role that has a start date in mid-August and runs through the end of the 2026-27 Orlando Magic 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 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 Pirates 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:

• Coordinate with Control Room Senior Manager and Assistant Director of A/V Services for all full-time and part-time staffing requirements for internal and external events.
• Serve as the primary liaison for all Broadcast Technology and Services part time/event employee schedules.
• Utilize ABI or equivalent to gather monthly availability and schedule all in-arena production and A/V part-time staff for events at Kia Center (including but not limited to Orlando Magic basketball, Orlando Solar Bears hockey, Orlando Pirates in-arena football, concerts, and other hospitality events), AdventHealth Training Center, Silver Spurs Arena (Osceola Magic basketball), and off-site special events as requested.
• 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.
• Maintain and distribute event/game schedules across multiple platforms (i.e. email, shared BTS/BP Outlook calendar, excel spreadsheets, Slack, Microsoft Teams, crew workstations etc).
• Ensure all part-time 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.
• Communicate effectively and efficiently to part-time staff, Control Room Sr. Manager and Assistant Director of A/V Services.
• Attend weekly Kia Center Event Production Meeting and update upcoming events in the shared BTS/BP Outlook calendar with all finalized schedules and event information.
• Assist Control Room Sr. Manager and Assistant Director A/V Services with special event requests and client event walk-throughs.
• Create Video Shader event notes for tracking reported equipment failures and maintenance.
• Assist the Control Room Sr. Manager in coordinating with external video production clients, such as Local and National TV affiliates, as needed.
• 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, Control Room Sr. 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.
• Office hours will include weekends for Orlando Magic game day crew support.
• Assist Control Room Sr. Manager and Assistant Director A/V Services with preparing estimates and completing BTS billables to be sent to Orlando City Venues (Kia Center).
• Provide office support to the Broadcast Technology and Services department.
• Process, track, and distribute all shipments and deliveries and incoming/outgoing daily mail for BTS department.
• Maintain the part-time crew contact list along with department distribution lists.
• Manage and update the shared BTS/BP Outlook calendar and Digital displays in regard to scheduled meetings, events, games, vacation/travel, and part-time staff schedules.
• 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 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

Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.