Department: Kellogg Executive Education
Salary/Grade: EXS/8

Job Summary:

The Scheduling Manager is responsible for leading the strategic planning, coordination, and execution of scheduling operations for Executive Education programs. This role oversees the development and management of program schedules across multiple delivery formats (open-enrollment and custom programs), ensuring efficient use of faculty, facilities, technology, and operational resources. Working collaboratively with internal and external stakeholders, the Scheduling Manager serves scheduling excellence through process improvement, data-informed decision-making, and cross-functional partnership to deliver an exceptional participant experience while supporting the organization's long-term strategic objectives.

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: (Skills, knowledge, and abilities.)

• 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 .

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