Scheduling Specialist

Are you a highly organized professional with 5+ years of experience in high-volume scheduling? Do you excel in prioritizing, multitasking, crisis management, and seeing the big picture while maintaining focus on the finer details? Freudigman & Billings is hiring a Scheduling Specialist to be the primary point of contact for clients and instructors, handling all scheduling-related tasks in a fast-paced environment. Our fundamental belief at Freudigman & Billings is that children learn best through supportive relationships. We are dedicated to helping students better understand how they learn and take ownership of that process. Our team provides individualized educational solutions, tailored learning programs, and one-on-one coaching for adolescents and children. About the Role: The Scheduling Specialist is a key member of our Client Services team and is responsible for managing high-volume scheduling with precision and efficiency. This role focuses primarily on scheduling and rescheduling tasks, requiring strong organizational skills, attention to detail, and the ability to thrive under pressure. While there may be some occasional administrative tasks, 95% of this role involves managing transactional scheduling changes with minimal supervision. The ideal candidate will thrive in a role that is repetitive yet requires high-level thinking, self-direction, and strong executive functioning in a single, high-impact domain. Candidates with experience managing scheduling in fast-paced, high-demand environments such as concierge medical practices are preferred. Effective time management, attention to detail, decision-making, and the ability to work independently are essential for success in this position. Core Responsibilities:

• Serve as the main point of contact for scheduling inquiries from clients and instructors, providing prompt and professional communication.
• Manage, prioritize, and delegate scheduling requests from a shared inbox, while utilizing crisis management skills to address high-priority issues as they arise.
• Manage high-volume scheduling, including initial scheduling, rescheduling, and resolving conflicts.
• Maintain accurate records of scheduling requests and changes using scheduling software and data management tools.
• Organize and manage cyclical scheduling projects in collaboration with the Director of Client Services.
• Stay informed about local school systems, courses, and academic calendars to anticipate and address potential scheduling conflicts.
• Handle repetitive scheduling tasks with precision and a proactive approach.
• Collaborate with the Client Engagement Associate and other team members as directed by the Director of Client Services.
• Provide general administrative support, including answering phones, welcoming families, and performing office tasks (e.g., photocopying, printing, faxing).
• Maintain confidentiality of all student information.

Required Qualifications & Experience:

• Education: B.A. or B.S. degree
• Experience:
• 5-7 + years of experience in scheduling, administrative support, or customer service.
• Proven ability to manage high-volume tasks, including handling 200+ emails per day.
• Proficiency in Google Workspace, scheduling software, and data management tools.
• Experience with Mac Computers.

Competency Requirements:

• Critical Thinking: Resolve scheduling conflicts efficiently and effectively.
• Attention to Detail: Maintain precision and accuracy in scheduling and documentation.
• Teamwork: Work collaboratively with Partners, Directors, and Instructors to ensure smooth operations.
• Problem-Solving: Develop creative solutions for scheduling challenges.
• Communication: Maintain clear, timely communication with all stakeholders.
• Big picture: Understanding how a single decision can influence multiple outcomes down the line
• Crisis management: Be able to identify an emergency situation and manage through the prioritization and execution of the solution.
• Working memory: The ability to recall and differentiate between numerous stakeholders on both a weekly, monthly, and calendar basis

Physical & Environmental Conditions:

• Ability to sit or stand at a desk for prolonged periods while working on a computer.
• Must be able to lift up to 15 pounds occasionally.
• Primarily an office-based role with the potential for occasional hybrid work during inclement weather, based on company needs.
• Work Hours: Monday to Friday, 9:30 am to 6 pm.

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