Scheduling Manager

SLC Public Library; Salt Lake City (UT); On-site; USD 70,000 - 95,000; Full time

Benefits offered by this job

Paid vacation

Health insurance

Utah Retirement Systems benefits

Job summary

Salt Lake City Public Library is seeking a Scheduling Manager to oversee staffing across all library locations, implementing consistent scheduling practices and ensuring reliable coverage.

The role administers scheduling software, maintains master schedules, coordinates substitutes and floater staff, and partners with HRIS and payroll to keep accurate records. Strong analytics and communication are essential.

Qualifications

• Bachelor's degree or equivalent combination of education and experience.
• 3–5 years scheduling/workforce management experience across multiple sites.
• Experience administering scheduling or workforce management software.
• Strong written and verbal communication skills.

Responsibilities

• Act as system administrator for scheduling software and maintain access/configuration.
• Build and maintain master schedules across all locations to ensure coverage.
• Establish systemwide scheduling standards, templates, and workflows for consistency.
• Manage substitute pool and oversee full-time/part-time floater staff and schedules.
• Develop back-up processes to ensure coverage during absences.
• Provide regular reports on coverage, gaps, and utilization.

Skills

Organizational skills

Data analysis

Communication

Time management

Problem solving

Education

Bachelor's degree in business/public administration/HR

Equivalent combination of education and experience

Tools

Scheduling software

HRIS (BambooHR)

Job description

Scheduling Manager

Supervisor: District Manager - Main Library

FLSA Classification: Exempt

Salary Grade: 33

Compensation: $39.72/hour, $82,617.60/annual; Salary commensurate with experience

Open: September 4, 2026

Closes: September 18, 2026

Note: This position is currently open to regular part-time and full-time employees of the Salt Lake City Public Library only.

About the Library

The Salt Lake City Public Library connects all people to free resources, knowledge, and one another to build a thriving community. Across nine locations and through outreach citywide, we are working toward a Salt Lake City where everyone belongs, where knowledge and opportunity are shared by all, and where our connections to one another make the whole community stronger. Guided by our 2026–2034 Strategic Plan, staff advance this work through four priorities: creating belonging through access, reading and literacy for all, strengthening civic life, and building the capacity to sustain our impact.

Library employees are stewards of this vision in every interaction. They bring joy to their service, treat every person with dignity, act with courage and good judgment, and work as one team across the system. People who thrive here believe a library is more than a place to find information; it is a place where a community comes to know itself.

Job Summary

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.

Who You Are

• You are organized and detail-oriented. Juggling ten-plus locations, dozens of schedules, and last-minute call-outs doesn't rattle you.
• You are a systems thinker. You can see how one location's staffing gap connects to another's surplus and can solve for the whole system, not just the loudest request.
• You are calm under pressure and an early riser! Call-outs happen at 6 a.m. You handle them without drama and get coverage sorted.
• You’re a natural communicator, and fair-minded. Branch managers, floaters, and substitutes all trust that you'll treat them consistently.
• You are comfortable with software and data. You don't need to be an engineer, but you're not afraid of a scheduling platform's back end, and you can pull a report and know what it's telling you.
• You believe good scheduling is a quiet form of respect for staff's time and for an exemplary patron experience.

Primary 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 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

Substitute and Floater Management

• 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.

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 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.

Minimum Qualifications

• 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.

Preferred Qualifications

• 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.

Working Environment

• Work is performed primarily in an office setting, with regular visits to locations across the Library system.
• Early morning availability is required to manage day-of coverage decisions.
• Evening or weekend availability may be needed to support coverage during high-demand periods.
• Normal stress associated with working in a busy, public institution.

Schedule

Full-time, 40 hours per week. Typically Monday through Friday, with occasional early-morning. Some evening, or weekend availability may be required.

Other Information

• Completion of a criminal background check will be required for candidates over the age of eighteen (18).
• The City Library participates in the federal Employment Eligibility Verification Program (E-Verify). Employment is contingent upon confirmation of your employment eligibility through the E-Verify system.
• The City Library is an Equal Opportunity Employer and is committed to a diverse workforce.
• This position is non-union eligible.

Compensation

Salary commensurate with experience. This is a full-time position and includes excellent benefits: paid vacation, health and life insurance, and Utah Retirement Systems benefits.