Provo MTC Scheduling Specialist | Part-Time (28 Hours)

The Church of Jesus Christ of Latter-day Saints•Provo, UT

About The Position

The Scheduling Specialist is an individual contributor who assists with all functions and processes of the Scheduling Office. The role coordinates missionary scheduling assignments with MTC departments, the Missionary Department, and mission presidents. This is an at-will, fixed-term position with potential for continuation based on business needs and performance. The position arranges, indexes, and documents incoming missionary registrations and assigns companions, residences, classrooms, branches, and schedules for 200 to 700 incoming missionaries per week. It coordinates scheduling changes and communicates weekly assignments to MTC departments to support space management, teacher availability, and training length of stay. The Scheduling Specialist prepares materials for incoming missionaries, assists international missionaries with medical, church support, travel, and language needs, and processes missionaries as they arrive. The role also supports walk-in missionaries and staff, helps resolve scheduling and intake issues, maintains accurate and confidential missionary records, and trains or coaches student employees.

Requirements

Three years of customer service and/or office experience, or an equivalent combination of education and experience.
Knowledge of Microsoft Word and Microsoft Excel.
Excellent interpersonal communication skills.
Excellent public relations skills when working with missionaries, ecclesiastical leaders, MTC departments, and personnel.
Ability to work in a high-stress environment with sensitivity to difficult situations.
Ability to handle highly confidential information with discretion and professionalism.
Detail-oriented, with the ability to handle multiple tasks simultaneously.
Mature judgment in problem-solving, prioritizing many simultaneous tasks, and coordinating with multiple departments.
Ability to meet time-sensitive work requirements and critical deadlines.
Ability to meet any physical requirements needed to perform essential job functions, such as sitting for long periods and using monitors or equipment.

Nice To Haves

Four years of work or college experience.
Experience with other desktop information tools.
Ability to analyze data and run macros in Excel.
Familiarity with Acuity Scheduling or other scheduling programs.

Responsibilities

Arrange, index, and document incoming missionary registrations and assign companions, residences, classrooms, branches, and schedules for 200 to 700 missionaries per week.
Resolve language advancement or delay changes, threesome assignments, and solo missionary assignments.
Communicate weekly scheduling assignments to MTC departments to support space management, teacher availability, and training length of stay.
Communicate and reschedule postponements, reassignments, language changes, and cancellations.
Order and prepare individual packet materials for each incoming missionary, including nametags, ministerial certificates, and schedules.
Assist international missionaries with medical, church support, travel, and language needs.
Process senior missionaries arriving Mondays and younger missionaries arriving Wednesdays, resolving and communicating necessary changes.
Assist with scheduling, training, and supervision of volunteers who help with missionary intake.
Resolve missionary issues involving mailboxes, keys, handbooks, nametags, identification cards, and ministerial certificates.
Process early-arriving missionaries and make arrangements for them until check-in.
Assist staff and ecclesiastical leaders with scheduling classrooms, residence halls, meeting rooms, and conference rooms.
Assign and instruct solo missionaries on policies and expectations.
Update the database with corrected missionary personal information and maintain accurate assignment and record data.
Verify missionary status, arrival and departure dates for the MTC and mission, and other personal data.
Update missionary records as directed by the Missionary Department, MTC ecclesiastical leaders, and MTC training leaders.
Maintain confidentiality of information about missionary assignments, departures, and reinstatements.
Train and coach student employees.