Workforce Scheduling Specialist

Delek US Holding Inc; Spring, Northern (TX, KY); Hybrid; USD 50,000 - 70,000; Full time

Job summary

Delek US Holdings is seeking a Workforce Scheduling Specialist to enhance scheduling coordination, perform data analysis, and provide administrative support. You will act as the site SME for scheduling systems, optimize shift coverage, and assist with overtime, vacancies, and training needs.

Responsibilities include developing reports, coordinating meetings and travel, and ensuring compliance with Fatigue Management and document retention standards. A strong data mindset is essential.

Qualifications

• High School Diploma or GED required.
• Equivalent education and experience may be considered.
• Two or more years experience in a related field.
• No licensure or certification required.

Responsibilities

• Analyzes overtime contributors, drivers, and trends to identify staffing actions.
• Implements schedule adjustments with direct supervisors to mitigate fatigue risks.
• Tracks fatigue management exceptions and reports trends for action.
• Prepares agendas, presentations, reports, and internal/external communications.
• Coordinates travel arrangements and events; manages meetings and budgets.
• Maintains document control and organized filing systems.
• Trains and supports Production Superintendents on scheduling processes.

Skills

Scheduling coordination

Data analysis

Administrative support

Communication skills

Teamwork

Education

High School Diploma or GED

Equivalent education/experience

Two years related experience

No licensure required

Tools

SchedulePro

Kronos

Microsoft Office Suite

Adobe Acrobat

SharePoint

Job description

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Are you looking for a career in a dynamic and innovative company that values versatility, growth, and teamwork? Look no further than Delek US Holdings!

WHAT IS DELEK? WHAT DO WE DO?

We are a boutique-sized diversified downstream energy company with a range of assets, including petroleum refining and logistics.

Our refineries in Texas, Arkansas, and Louisiana have a combined crude capacity of 302,000 barrels per day

Our logistics business currently owns and operates720 milesof crude and product pipelines, a 600-mile crude oil gathering system, and storage tanks and terminals.

DELEK BENEFITS:

We offer fantastic benefits that include up to a 10% match on 401K on your hire start, with a vesting timeline of only one year, along with medical benefits that start on day onewith a 30% premium rebate annually! We value your well-being and all employees now have access to the Calm app for FREE, which is used for meditation, stress management, and better sleep. Through our performance management program, you can earn additional annual incentives as you set and achieve goals. Our pay for performance culture motivates our employees to improve Delek’s year-over‑year company, business unit, and individual results. With some of the highest bonus payouts in recent years, we know that our success is due to our talented and dedicated team. We are looking for individuals like you to help us continue this momentum and bring new ideas to the table. At Delek, you will have the opportunity to make an impact and grow your career in a supportive and innovative environment.

JOB SUMMARY

The Workforce Scheduling Specialist supports the Operations organization through advanced scheduling coordination, data analysis, and administrative functions. Serves as the site subject matter expert for scheduling systems, ensuring effective workforce planning, optimizing shift coverage, and supporting overtime, vacancy, and training needs. Analyzes operational data to develop reports, forecasts, and actionable recommendations for leadership.
In addition to scheduling responsibilities, provides comprehensive administrative support by preparing reports, presentations, and communications; managing document control and records and in particular for operations procedure requirements; coordinating meetings, travel, and events; and supporting cross-functional projects. Acts as a key resource for system troubleshooting, process improvement, and compliance with company policies, including fatigue management and document retention standards.

EDUCATION AND EXPERIENCE

• High School Diploma or GED (Required)
• In lieu of the above education requirements, an equivalent combination of education and experience may be considered.
• Two (2) or more years Experience in a related field (Required)
• No Licensure or Certification Required.

JOB REQUIREMENTS

• Analyzes Operations overtime contributors, drivers, and trends to identify potential forward‑looking actions and determine appropriate staffing or scheduling adjustments
• Works with direct supervisors to implement schedule adjustments or other mitigations necessary to address identified fatigue management risks
• Tracks and reports fatigue management exceptions and identifies trends or recurring issues requiring additional action
• Advanced level of proficiency with Microsoft Office applications (Excel, Word, PowerPoint, Outlook, Visio, Publisher, and SharePoint) and Adobe Acrobat
• Effective working knowledge of base HR timekeeping processes and IT platforms
• Demonstrated ability to work effectively and with a high level of professionalism with Company Executives, customers, visitors and vendors
• A desire to serve customers and employees with a positive and professional attitude
• Excellent written and communication skills
• Ability to handle sensitive information with discretion, integrity and the highest degree of confidentiality
• Ability to work independently and within a team environment
• Generates and distributes daily, weekly, and monthly reports; compiles site and statistical reports as needed
• Supports Operations team with data tracking, variance analysis, and report updates
• Analyzes data and presents business recommendations to senior management
• Collaborates with cross‑functional teams on projects and ad hoc requests
• Manages document control, including storage, tracking, versioning, retention, and retrieval in accordance with policies
• Maintains organized and secure electronic and physical filing systems for document access and tracking
• Processes document/data requests and tracks workflow status
• Prepares agendas, presentations, reports, and internal/external communications; records and transcribes meeting minutes and dictation
• Conducts research and compiles data for reporting and decision‑making
• Manages multiple priorities, meets deadlines, and follows through on projects proactively
• Maintains office supply inventory, including ordering, tracking, and verifying supplies
• Coordinates travel arrangements and prepares materials for travel‑related meetings
• Plans and coordinates events, programs, and conferences, including logistics, communications, and budget management
• Processes work orders, requisitions, and purchase orders for facilities and invoices
• Maintains departmental records and filing systems for input, storage, retrieval, and editing of information
• Manages schedules and time off requests for all Operations employees
• Serves as Site SME for SchedulePro, supporting full‑year scheduling for Operations shift organization and ensuring consistent, effective system utilization
• Trains and supports Production Superintendents on schedule review/approval processes; provides feedback for continuous improvement
• Analyzes scheduling data to provide recommendations to leadership, including overtime optimization, vacancy management, outage coverage, and training coverage
• Performs first‑line troubleshooting for SchedulePro and Kronos issues
• Acts as Operations focal point for Fatigue Management (API 755), identifying potential work/rest exceptions, recommending mitigation actions, tracking/reporting exceptions, assessing risk levels, evaluating mitigation options, and recommending actions
• Leverages scheduling tools to analyze broader staffing needs, including emergency response team (ERT) coverage and workforce planning opportunities
• Evaluates the effectiveness and utilization of SchedulePro for the site and identifies areas requiring supervisor coaching, SchedulePro configuration changes, additional training, or improvements in process adherence
• Assesses Operations staffing and scheduling to identify coverage issues, gaps, risks, and opportunities for improvement; evaluates the practicality of potential solutions and recommends appropriate staffing or scheduling actions
• Works with direct supervisors to implement recommended staffing and scheduling solutions and adjustments
• While this job description aims to provide a comprehensive overview of the role, it may not detail every task or responsibility required.

CORE COMPETENCIES

CHANGE AGILITY (LEVEL 1 DEVELOPING)

Identifies, initiates, and adapts to organizational changes that foster enhanced effectiveness, efficiency, safety, and ultimately business results.

COLLABORATION (LEVEL 1 DEVELOPING)

Sees connection points across the organization and partners effectively with others to achieve common goals.

DECISION MAKING (LEVEL 1 DEVELOPING)

Sees connection points across the organization and partners effectively with others to achieve common goals.

DRIVE FOR RESULTS (LEVEL 1 DEVELOPING)

Drives to achieve challenging performance objectives

TEAM BUILDING (LEVEL 1 DEVELOPING)

Builds trust, fosters openness, and provides support. As the manager of a team, selects and motivates a strong team.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or national origin, disability status, protected veteran status, or any other characteristic protected by law. Equal Opportunity Employer/Disabled/Veterans.

BECOME PART OF THE ENERGY

It’s an exciting time to join Delek. We’re on a mission to attract, retain, and engage the best and brightest talent – those who are great team players and leaders who make it their first priority to serve.

• We are performance driven
• We value a passion for excellence
• We value teamwork
• We value and reward hard work and dedication

Delek US offers the opportunity to provide you with more than a job – we want to help you build a career.

Since our inception, our ability to hire the right people for the job has served us well, resulting in an impressive record of consistent growth and profitability. With more than 3,500 employees in nine states, we have brought together a diverse team of professionals passionate about investing their time and expertise in one of the most dynamic downstream energy companies in the market today.