Workforce Scheduling Specialist

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.