Scheduling Coordinator

Job Overview

The Scheduling Coordinator is responsible for working with designated cost centers to complete weekly host work schedules timely, accurately and posted in accordance with Callaway Garden & Resort policies and procedures. Additional duties may include, but are not limited to attending hiring events, completing required HR paperwork, associated clerical duties and other special projects as assigned.

Responsibilities and Duties

• Provide support to designated cost center Team Leads by completing weekly work schedules, ensuring their accuracy and posting in accordance with established guidelines.
• Coordinate with Operational Department cost centers and other various sources to fill required positions as needed to ensure designated areas operate at Guest Excellence.
• Coordinate with hosts in designated cost centers to account for requested days off, leave of absence requests and other availability related situations.
• Coordinate with Human Resources to provide necessary support in all areas of hiring, supporting, tracking and clearing of assigned hosts.
• Review labor forecast and align schedules to meet labor management expectations.
• Work with Operational Department teams to understand labor needs of individual cost centers and make decisions based on that information to schedule locations accordingly.
• Maximize the efficiency for Operational Departmental schedules, including staying within the guidelines of the budget model, developing initiatives to maximize hosts' availability and following ACA classification requirements.
• Provide verbal and written communication for scheduling changes as required.
• Track and provide weekly summary to Management team on all required metrics, such as scheduled hours vs. actual hours, employment statistics, and training attendance.
• Update staffing matrix as required. Monitor the centralized call-in line daily and identify/contact replacements as necessary.
• Provide office support as/when required, including taking messages, receiving visitors, record keeping/filing and assisting hosts as needed.
• Be a role model in the areas of attitude, enthusiasm, and attention to detail, adherence to policies and concern for both guests and hosts.
• Maintain confidentiality as required.
• Complete assigned special projects in a timely manner.

Management reserves the right to change and/or add to these duties at any time

Qualifications

Education & Experience:

• Must be at least 18 years of age.
• High school diploma or equivalent required.
• Proven skills in time management, short and long-term planning and strong organizational skills to be able to coordinate multiple tasks.
• Experience in using and understanding time tracking and labor scheduling software preferred.
• Proficient knowledge of computer software (UKG, Shift Planning, Word, Excel).

Must successfully complete a pre-employment background check including motor vehicle and drug screen

Knowledge, Skills and Abilities:

• Able to make a friendly impression when speaking to or corresponding with guests, vendors, and other employees.
• Must reflect Callaway Resort & Garden's image by being genuinely friendly and caring and by taking pride in work.
• Must be self-motivated and disciplined.
• Must be able to prioritize and complete work assignments on a timely basis.
• Must maintain strict confidentiality and judgment regarding privileged information.
• Must be committed to continuous improvement.
• Must have professional appearance with good personal hygiene.
• Must promote and support a "team" work environment by cooperating and helping co-workers.
• Must be productive in a fast-paced, dynamic environment.
• Must maintain dependable work attendance and flexibility with assigned work schedules including any required overtime, evenings, weekends and holidays
• Must be sensitive to the needs of our Guests and feel empowered to act to meet their needs within company guidelines.
• Must be able to utilize effective communication, problem solving, conflict management and interpersonal skills.
• Must show appreciation of others.
• Able to get along with other employees to work out problems and resolve conflicts.
• Able to comprehend instructions and retain information.
• Able to perform duties consistent with creating a safe and secure environment for hosts and guests.
• Able to be flexible to handle frequent changes in priorities.
• Able to add, subtract, multiply and divide with accuracy.
• Able to communicate effectively using standard English grammar and punctuation