Scheduling Manager

SLC Public Library•Salt Lake City, UT

5d•Hybrid

About The Position

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. Reporting to the District Manager of Main, the Scheduling Manager administers the Library's scheduling software, builds and maintains master schedules across all locations, determines replacement guidelines, coordinates the substitute pool, and establishes, trains and manages the Library's full-time and part-time floater staff. The role is the single point of accountability for making sure every location is staffed appropriately, every day, and that schedule data is accurate enough to inform staffing decisions system-wide.

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.

Nice To Haves

Experience in a public library, school district, hospital, retail, or other multi-site service environment with variable coverage needs.
Experience implementing or migrating scheduling software systems.
Experience managing a substitute or float pool.
Familiarity with HRIS platforms (e.g., BambooHR) and payroll integration basics.

Responsibilities

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 use 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 back up systems to ensure when the person filling this position is off things run smoothly
Manage the Library's substitute pool: recruitment, onboarding logistics and training, availability tracking, and day-to-day assignment.
Directly manages 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.
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.
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.
Directly supervises the Library's full-time and part-time floater staff, and any scheduling coordinator or support positions assigned to the function.
Sets clear expectations, provides regular feedback, and builds a culture where floaters feel supported rather than treated as an afterthought.
Management of our satellite ballpark location staff
Trains location managers and staff on scheduling tools, request processes, and expectations.
Other duties as assigned.