Job Overview Milpitas Unified School District
Job Title: Milpitas Performing Arts Center (PAC) Scheduling and Operations Coordinator
Reports to: Director of Business Services and the Director of MOT
Work Calendar: 12 months
Salary Schedule: Range 35
Basic Function:
Under the general direction of the Director of Business Services and the Director of MOT, the Performing Arts Center (PAC) Scheduling & Operations Coordinator manages the day-to-day business operations, event planning, and calendar logistics for the facility. A primary responsibility of this position is coordinating long-term and short-term calendar scheduling, establishing a fair allocation system based on district-approved hierarchies of use. The Coordinator actively promotes and handles external theater rentals to maximize revenue while concurrently prioritizing and balancing internal district staff usage, rehearsals, and student performances. Acting as the primary liaison and protective manager for the venue, this individual ensures that all community groups, lessees, and internal users strictly adhere to established safety guidelines, facility regulations, and codes of conduct.
Hours of Employment:
This is a full-time position requiring 40 hours weekly. In alignment with comparable regional theater operations, the standard daily and weekly work schedule is flexible and fluid rather than fixed. Work hours will be systematically flexed and adjusted by the administration according to varying facility rental times, production technical schedules, and weekend performance windows to ensure continuous district oversight and representation during all group occupancies.
Representative Duties:
- Master Scheduling & Coordination: Meet with Milpitas High School performing arts teachers to identify their performances and usage for each school year, followed by elementary and middle school performances, and then general MUSD usage. Assure windows of time for theater rentals and revenue generation outside of MHS usage. Maintain, update, and publish the master calendar for all PAC usage. Strategically coordinate calendar windows to prevent conflicts between community rentals and school-based student activities.
- Internal Collaboration: Partner with performing arts teachers, district personnel, and community advisory groups to ensure student access and clear alignment with district educational goals.
- Rental Promotion & Contract Administration: Market the theater to external clientele to generate venue rental income, which will be used to support PAC maintenance upkeep and equipment repair and replacement, as well as MUSD performing arts programs. Issue applications, process facility rental contracts, handle intake paperwork, and archive historical event data.
- Rule Enforcement & Front-of-House Procedures: Set, disseminate, and firmly enforce venue safety rules, usage policies, and frontline audience service procedures. Handle concerns, disputes, and complaints diplomatically to maintain an orderly environment.
- Budgetary Support: Monitor facility expenses and incoming revenues, track vendor purchase orders, generate work orders, and supply fiscal data to administration to optimize resources.
- Pre-Event Planning Liaison: Conduct advance planning meetings with prospective clients to determine specific audience services, staffing needs, ancillary vendor requirements, and budget alignment.
Qualifications:
Knowledge of:
Principles and practices of event planning, facility management, and marketing within a public or educational venue; standard systems for complex calendar coordination and bookkeeping records; business English, report writing, and public relations tactics; and standard safety hazards associated with large audience management. Use specialized theater knowledge to provide technical direction and control over all theater systems including sound, lighting, projection, rigging, counterweight system, and front of house procedures involved with productions with emphasis on safety.
Ability to:
Plan, prioritize, and structure workloads around fixed event timelines despite frequent community interruptions; communicate tactfully and decisively with district executives, parents, community figures, and students; solve complex logistics problems independently; and demonstrate cultural responsiveness when working across highly diverse community populations.
Education & Experience:
College training or experience in theater arts preferred with emphasis in technical theater, supplemented by college-level coursework in business administration, theater management, or a related field. Minimum of three years of responsible programmatic or administrative experience involving theater or public assembly facilities.
Working Conditions:
- School office and theater environment; subject to frequent interruptions. Standing for long periods of time.
Licenses and Other Requirements:
- Valid California Motor Vehicle Operator’s License and acceptable driving record and qualification for insurability by the District’s insurance carrier.
Pay: $43.90 - $54.73 per hour
Work Location: In person
