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Job Description

The Scheduling Manager owns the end to end event scheduling strategy and calendar orchestration across venues, programs, and stakeholder groups. This role balances demand, capacity, and operational constraints to deliver a reliable, conflict free master calendar, enabling high quality event execution. You’ll lead one Scheduling Specialist, refine scheduling processes and tools, and partner closely with Event Operations, Facilities, AV/Production, Security, and external vendors to ensure each event is positioned for success.

Key Responsibilities

Strategic Calendar & Capacity Management

• Own the master events calendar, aligning academic/program priorities, business objectives, venue availability, and operational capacity (staffing, AV/production, security, custodial).

• Run rolling capacity planning (12–18 month horizon) and freeze windows to reduce late changes; publish scheduling snapshots on a set cadence (e.g., weekly look ahead, monthly roll up).

• Establish and enforce scheduling policies, SLAs, and intake standards (required lead times, risk gates, blackout periods, decision rights).

Intake, Prioritization & Conflict Resolution

• Design and manage an intake and triage model for new event requests; classify by impact/complexity; route to appropriate workflows.

• Lead conflict detection and resolution (venue/time/resource clashes) using decision frameworks and escalations to leadership when tradeoffs are needed.

• Maintain authoritative event IDs, holds/options, and confirmation statuses to ensure data integrity across systems.

Tooling, Data & Process Excellence

• Administer and optimize scheduling platforms (e.g., 25Live, EMS, Cvent, Microsoft 365), templates, and automation rules; partner with IT for integrations to Facilities/Work Order and AV systems.

• Define and track data quality KPIs (completeness, accuracy, timeliness); implement audits and reconciliation routines.

• Document SOPs, calendars of operations, and playbooks for recurring series (orientation, donor events, town halls, executive visits).

Stakeholder Coordination

• Serve as the primary liaison between requestors (program owners, departments, external partners) and operations teams, translating requirements into resource plans and schedule commitments.

• Publish stakeholder communications: confirmation notices, change logs, schedule advisories, building signage requests, and access/wayfinding updates.

People Leadership (1 Direct Report)

• Manage, coach, and develop the Scheduling Specialist; set goals, delegate portfolio coverage (venues/programs), and review performance.

• Foster a culture of customer service, precision, and continuous improvement.

We are a company committed to creating diverse and inclusive environments where people can bring their full, authentic selves to work every day. We are an equal opportunity/affirmative action employer that believes everyone matters. Qualified candidates will receive consideration for employment regardless of their race, color, ethnicity, religion, sex (including pregnancy), sexual orientation, gender identity and expression, marital status, national origin, ancestry, genetic factors, age, disability, protected veteran status, military or uniformed service member status, or any other status or characteristic protected by applicable laws, regulations, and ordinances. If you need assistance and/or a reasonable accommodation due to a disability during the application or recruiting process, please send a request to [email protected] learn more about how we collect, keep, and process your private information, please review Insight Global's Workforce Privacy Policy: https://insightglobal.com/workforce-privacy-policy/.

Skills and Requirements

• 5+ years in event scheduling, operations, or logistics in a complex, multi venue environment (higher ed, corporate, government, or nonprofit).

• Bachelor’s degree

• Demonstrated expertise with enterprise scheduling tools (25Live/EMS/Cvent) and Microsoft 365 (Outlook/Teams/Excel)

• Strong analytical skills for capacity modeling and conflict resolution; excellent written/verbal communication with diverse stakeholders. Experience working directly at an agency or with a principal