Scheduling Manager

The Scheduling Manager owns staffing coverage across every Salt Lake City Public Library location. This is a new, systemwide role created to bring scheduling together into one coordinated function, so locations get consistent, reliable coverage without each one having to solve staffing gaps on their own.

The role will have various responsibilities, including administering the Library's scheduling software, building and maintaining master schedules across all locations, determining replacement guidelines, coordinating the substitute pool, and establishing, training and managing the Library's full-time and part-time floater staff.

Responsibilities:

Scheduling Systems and Operations

• Serve as the Library's system administrator for scheduling software, including configuration, user access, integrations, and troubleshooting.
• Build and maintain master schedules for all locations, ensuring adequate coverage against published service hours and demonstrated demand.
• Establish systemwide scheduling standards, templates, replacement guidelines and request/approval workflows that location managers can rely on and know they will be used consistently.
• Partner with People and Strategy on how scheduling data connects to HRIS and payroll systems, maintaining accurate and audit-ready records.
• Help the District Manager create backup systems to ensure when the person filling this position is off, things run smoothly.

Substitute and Floater Management

• Manage the Library's substitute pool: recruitment, onboarding logistics and training, availability tracking, and day-to-day assignment.
• Directly manage the full-time and part-time floater staff, including their schedules, location assignments, and workload balance across the system.
• Build a rapid-response process for unplanned absences so locations get coverage confirmed as early in the day as possible.
• Track substitute and floater utilization to identify chronic gaps, over-reliance on any one person, or locations that need additional permanent staffing.

Location Partnership and Coverage Planning

• Partner with locations to understand local coverage needs, seasonal fluctuations, and program or event staffing.
• Support evaluation of location hours and evening availability based on demonstrated demand, in partnership with location and People and Strategy leadership.
• Balance systemwide consistency with the flexibility locations need to respond to their own neighborhood realities.
• Build clear escalation paths for coverage conflicts and hold the line on fair, transparent decision-making when requests compete.

Data, Reporting, and Continuous Improvement

• Maintain accurate, current scheduling data and produce regular reports on coverage, gaps, overtime exposure, and floater/substitute usage.
• Use data to recommend adjustments to staffing models, floater pool size, or substitute recruitment targets.
• Continuously refine scheduling processes, piloting improvements and scaling what works across the system.
• Provide input into workforce planning conversations, including the staffing implications of new programs, location changes, or service hour adjustments.

Team Leadership

• Directly supervise the Library's full-time and part-time floater staff, and any scheduling coordinator or support positions assigned to the function.
• Set clear expectations, provide regular feedback, and build a culture where floaters feel supported rather than treated as an afterthought.
• Train location managers and staff on scheduling tools, request processes, and expectations.
• Other duties as assigned.

Requirements:

• Bachelor's degree in business, public administration, human resources, or a related field; or an equivalent combination of education and experience.
• Three to five years of experience in scheduling, workforce management, or staffing coordination, ideally across multiple sites or locations.
• Demonstrated experience administering scheduling or workforce management software.
• Experience supervising staff, including remote or distributed teams is preferred.
• Strong organizational skills and the ability to manage competing priorities under time pressure.
• Comfort working with data: building reports, spotting patterns, and using numbers to make recommendations.
• Clear, professional written and verbal communication.
• If travel is required for Library purposes, must have transportation. If using a personal vehicle, must maintain state-required insurance.