Job Description
This opportunity is open exclusively to internal candidates at this time.
Department(s): PD Solution Design & Contract Management
Reports to: Director of PD Scheduling and Contract Management
Position Summary
The Assistant Director of PD Scheduling ensures the efficient and timely coordination of scheduling activities for Professional Development (PD) operations, driving accuracy, responsiveness, and seamless delivery of services. This role is critical to meeting organizational deadlines and requires exceptional attention to detail.
The Assistant Director of PD Scheduling oversees all WIS submissions from the sales team and ensures every PD engagement is strategically planned, executed on time, and aligned with contract commitments. The Assistant Director of PD Scheduling manages a team of Scheduling Coordinators and a PD Planning Specialist to match and schedule PD opportunities, serving as a liaison between the sales team, customer, and contracting team. Partnering with internal teams—including Sales, Author and Associate Relations, Contracting, and PD Operations—the Assistant Director guarantees that scheduling processes maximize efficiency and provide a seamless experience for customers and internal stakeholders.
Summary of Essential Job Functions
Leadership & Team Management
- Supervise and guide the scheduling team to ensure the timely execution of all matching and scheduling tasks and adherence to deadlines.
- Implement clear processes to support the team in meeting critical time-sensitive projects.
- Provide real-time problem-solving support to address urgent scheduling conflicts or changes, ensuring quick resolutions. Escalate issues to the Director of PD Scheduling and Contract Management.
- Along with the Director, conduct regular performance check-ins with team members to address timeliness, productivity, and quality of work.
- Monitor incoming workshop information sheets to ensure turnaround is timely and hits KPIs.
Scheduling Operations
- Oversee the scheduling of authors and associates, ensuring timely alignment with contract deadlines and client needs.
- Manage overflow and complex WIS’s from Director of Educational Partnerships.
- Support team in creating the master schedule for the largest professional development contracts.
- Navigate competing calendar demands to ensure that authors and associates are assigned to optimal projects.
Cross-Functional Collaboration
- Partner with Sales, Author and Associate Relations, and PD Operations teams to prioritize and execute scheduling tasks efficiently.
- Collaborate with the Author and Associate Relations team to maintain real-time awareness of expert availability and ensure timely assignments.
- Partner with the Assistant Director of Contract Management to ensure contracts reflect accurate matching and scheduling information and turnaround is timely.
- Facilitate seamless handoffs between scheduling and PD Operations, ensuring all details are finalized within deadlines for smooth implementation.
- Work with Finance and PD leadership to ensure scheduling processes meet operational and financial timelines without sacrificing quality.
- Collaborate with the Director of PD Scheduling and Contract Management with the design of complex professional development plans.
Process Improvement & Reporting
- Continuously assess and refine scheduling workflows to enhance speed and eliminate delays.
- Monitor and report on scheduling metrics, focusing on timeliness, responsiveness, and accuracy.
- Use data to identify patterns of inefficiency and implement solutions to improve turnaround times.
Minimum Requirements
Bachelor’s degree required.
Proven success in leading teams and meeting critical deadlines in fast-paced environments.
Proficiency in scheduling tools and software (e.g., Smartsheet, Microsoft 365, Google Workspace).
Exceptional organizational and time management abilities with a focus on meeting tight deadlines.
Strong communication and collaboration skills to coordinate with multiple stakeholders and ensure timely results.
Abilities Required
- Ability to prioritize and manage multiple competing deadlines while maintaining exceptional attention to detail.
- Strong strategic thinking and decision-making skills to ensure on-time scheduling aligns with business objectives.
- Commitment to ensuring all scheduling activities are completed promptly, supporting high-quality PD delivery and positive client outcomes.
- Moderate travel may be required.
