Scheduling Manager, Executive Education

Northwestern University; Evanston (IL); On-site; USD 80,000 - 86,000; Full time

Benefits offered by this job

Health benefits

Tuition assistance

Job summary

Kellogg Executive Education at Northwestern University in Evanston, IL, seeks an experienced Program Scheduler/Manager to oversee scheduling for in-person, virtual, and hybrid executive education programs.

The role directs scheduling strategy, coordinates with faculty, operations, IT, catering, and registration, and ensures accurate data management and timely communication. A 4-year degree and 5 years of program administration are required.

Qualifications

• Successful completion of a 4-year degree.
• 5 years program or project administration experience.
• Experience with enterprise scheduling or room reservations is a plus.
• Strong organizational and communication skills.

Responsibilities

• Direct scheduling of executive education programs across formats (in-person, virtual, hybrid).
• Lead scheduling strategy and coordinate with BD, operations, facilities, IT and marketing.
• Maintain annual/multi-year calendars and ensure timely updates.
• Manage logistics: venues, technology, instruction, and related resources.
• Generate reports on utilization, scheduling efficiency, and faculty workload.
• Collaborate with faculty and program directors on teaching schedules and needs.
• Support contingency planning and risk management for schedule changes.
• Develop SOPs for scheduling activities and evaluate processes for improvements.

Skills

Program scheduling

Project administration

Data management

Communication skills

Scheduling coordination

Multitasking

Education

Bachelor's degree or higher

Tools

Smartsheet

Cvent

Canvas LMS

Salesforce CRM

Power BI

Microsoft Office

Job description

Job Summary

The Kellogg School of Management is one of the top ranked graduate schools for management education, with a renowned, research-based faculty and a variety of MBA, Executive MBA and Executive Education (non‑degree) programs. Our home is on the Northwestern University campus in Evanston, Illinois, just north of Chicago, with other campuses in downtown Chicago, Miami, as well as our global partner schools. Our alumni populate all points in the world and are a vibrant community that engages with our faculty and students long after they graduate. Designed to serve working professionals, Kellogg Executive Education is known for being the first executive education offering in the world and provides clients with access to cutting‑edge business education as they seek to grow their own businesses or accelerate their individual growth. Following successive years of growing demand for executive education programming, we are embarking on the construction of a state‑of‑the‑art educational center that will propel our capacity to reach a global population and support our continued expansion. Kellogg Executive Education offers a wide range of programs which include in‑person Custom and Open Enrollment Programs as well as asynchronous Online Programs.

Department

Kellogg Executive Education

Salary/Grade

EXS/8

Specific Responsibilities

Program Administration, Scheduling & Planning

• Directs and leads development of the executive education program scheduling strategic plan.
  • Serve as a liaison between the Executive Education Business Development, Program Development, Marketing and Operations teams to ensure program delivery is consistently excellent and innovative.
• Oversees & ensures that day‑to‑day scheduling for executive education programs are appropriately managed, efficient and effective.
  • Develop and maintain comprehensive schedules for executive education schedules across multiple delivery formats, including in‑person, virtual, and hybrid.
  • Balance competing scheduling priorities while maximizing facility utilization and faculty availability.
  • Manage scheduling changes and communicate updates to all stakeholders.
  • Participate in planning meetings to identify scheduling conflicts, resource constraints, and operational risks.
  • Support contingency planning for schedule modifications due to unforeseen circumstances.
  • Collaborate with faculty and program directors to confirm teaching schedules and instructional needs.
  • Ensure instructional materials and program timelines align with scheduled delivery.
• Operationalizes goals & objectives for scheduling to ensure that resources are created or obtained.
  • Maintain annual and multi‑year program calendars to support strategic planning of executive education programs.
• Oversees systems and data management for executive education program schedules.
  • Maintain accurate scheduling data within institutional scheduling and registration systems.
  • Generate reports related to program utilization, scheduling efficiency, faculty workload, and classroom capacity.
• Manages logistics requirements, including facilities, venue, scheduling, technology, instruction, etc.
  • Coordinates program dates, session times, classroom assignments, and technology requirements for all programs.
  • Partner with executive education program manager team, operations, facilities, catering, IT, marketing, and registration teams to ensure successful program execution.
  • Optimize resource allocation to support multiple concurrent programs.
  • Ensure technology, audiovisual equipment, and facility resources are reserved appropriately.

Evaluation

• Oversees the development & implementation of evaluation processes that ensure that executive education program schedules are efficient.
  • Evaluate scheduling processes and recommend enhancements that improve efficiency and stakeholder experience.
  • Develop and document standard operating procedures for scheduling activities.
• Assesses programming and recommends changes that will innovate program scheduling to better meet the needs of the business in order to achieve goals.
  • Monitor scheduling metrics and recommend process improvements.
  • Support implementation of new scheduling technologies and workflow improvements.

Program Management

• Support ongoing development and refinement of the executive education current and future programs in consultation with the program manager team.
  • Work with Associate Directors, Operations, on process improvement projects within our existing software; Cvent, Smartsheet and SharePoint.
  • Support the Program Management team on seasonal projects to maintain program management organization, consistency, and clarity.
• Provides leadership for planning, scheduling, delivering and maintaining program.
  • Serve as a Program Manager during peak times; Deliver programs in person, or virtually as needed.

Strategic Planning

• Supports comprehensive program strategy designed to continually grow and improve Executive Education program operations.
  • Work with internal stakeholders for the Ann Drake Center (ADC) transition project management team (PMs, FO, PD & BD teams). Lead spot surveys as needed, implement ideas when appropriate.
  • Collaborate with Executive MBA team to ensure consistency and excellence between program delivery.
• Provides guidance and support to staff in the creation of executive education program scheduling components.
  • Work closely with ADC building staff to ensure Exec. Ed. Operations run smoothly before, during and after program launch at ADC. Consider dining needs of participants, bedroom usage, amenities available in bedrooms and classrooms, common space utilization, etc.
  • Organize and execute a Test Program at ADC prior to the official open date. Work with key faculty, Executive Education staff, and mock participants to simulate a multi‑day program experience. Debrief and adjust as needed.

Miscellaneous

• Performs other duties as assigned.

Minimum Qualifications

• Successful completion of a full 4‑year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 5 years program/project administration or other relevant experience.

Minimum Competencies

• Successful completion of a full 4‑year course of study in an accredited college or university leading to a bachelor's or higher degree; OR appropriate combination of education and experience.
• 5 years program/project administration or other relevant experience.
• Software proficiency: Smartsheet Project Management Software, Microsoft Office Suite, Cvent Event Management Software, Canvas Learning Management Software, Salesforce CRM, Power BI
• Exceptional organizational and prioritization skills.
• Excellent written and verbal communication skills, presentation skills, and project management skills.
• Ability to manage multiple programs simultaneously with a high degree of accuracy.
• Strong analytical and problem‑solving capabilities.
• Excellent interpersonal and relationship management skills, demonstrated ability to develop professional rapport with faculty, program participants and senior executives.
• Ability to anticipate scheduling conflicts and proactively develop solutions.
• Customer‑service mindset with a commitment to delivering an outstanding participant experience.
• Ability to work independently while collaborating effectively across departments.
• Flexibility to support occasional evening or weekend executive education programs as needed.

Preferred Qualifications

• Experience in higher education, executive education, professional development, or corporate learning environments.
• Experience with enterprise scheduling or room reservation systems.
• Project management certification or equivalent experience.

Target hiring range for this position will be $80,000 - $85,500 per year. Offered salary will be determined by the applicant’s education, experience, knowledge, skills and abilities, as well as internal equity and alignment with market data.

Benefits

At Northwestern, we are proud to provide meaningful and competitive benefits. The available benefits package for this position will include health, dental, vision, disability, and life insurance; paid vacation and holidays; paid medical/sick and parental leave; tuition benefits for the employee and dependents; pre‑tax and flex spending accounts for commuting and dependent care; generous retirement savings options; and wellness programs. For a comprehensive overview of available benefits, including eligibility details, visit us at https://www.northwestern.edu/hr/benefits/index.html to learn more.

Work-Life And Wellness

Northwestern offers comprehensive programs and services to help you and your family navigate life’s challenges and opportunities, and adopt and maintain healthy lifestyles. We support flexible work arrangements where possible and programs to help you locate and pay for quality, affordable childcare and senior/adult care. Visit us at https://www.northwestern.edu/hr/benefits/work-life/index.html to learn more.

Professional Growth & Development

Northwestern supports employee career development in all circumstances whether your workspace is on campus or at home. If you’re interested in developing your professional potential or continuing your formal education, we offer a variety of tools and resources. Visit us at https://www.northwestern.edu/hr/learning/index.html to learn more.

Northwestern University is an Equal Opportunity Employer and does not discriminate on the basis of protected characteristics, including disability and veteran status. View Northwestern’s non‑discrimination statement. Job applicants who wish to request an accommodation in the application or hiring process should contact the Office of Civil Rights and Title IX Compliance. View additional information on the accommodations process.