Administrative Support Scheduling Specialist Location Farmington, UT : Location: REMOTE in AR, AZ, CO, FL, GA, IA, MD, MO, NC, NE, NV, OH, PA, TN, TX, UT, VA, and WA. About Arbinger: The Arbinger Institute is a fast-growing leadership development and culture transformation organization. We help leaders, teams, and organizations create people-centric cultures that drive exceptional organizational results. Through an innovative process of training, coaching, and consulting, we help people adopt an outward mindset which is integral to accelerating performance, creating genuine inclusivity, and ensuring sustainable change. We work with thousands of organizations of all sizes across a broad spectrum of industries, including manufacturing, technology, non-profits, healthcare, law enforcement, finance, and the federal government.
The Arbinger Institute was founded over 40 years ago. Arbinger is an equal opportunity employer committed to diversity and inclusion in the workplace. Arbinger has been named a Top Workplace by the Salt Lake Tribune for three years running (2020-22) and is a 2022 and 2023 recipient of the HIRE Vets Medallion Award for our commitment to hire, develop, and retain our United States veterans.
The Position: The Administrative Support Scheduling Specialist plays a pivotal role within the Delivery team at Arbinger, offering essential Facilitation and Coaching support. Tasked with coordinating Arbinger-led workshops, this role ensures seamless scheduling with master facilitators and coaches. A key responsibility involves maintaining facilitator schedules accurately and enhancing visibility for the sales team through the proficient use of scheduling software. In addition to facilitating workshops, the position is integral in supporting the Director of Coaching and Senior Vice President by efficiently managing administrative tasks and coordinating deliverables. The individual in this role contributes significantly to the team's success by facilitating smooth operations and enabling effective communication among various stakeholders.
Roles and Responsibilities: Regularly assess the impact of your performance using Arbinger's 3A+ assessment tool. Provide comprehensive support for the scheduling software, ensuring the meticulous maintenance of data and workflows. Optimize facilitator schedules considering assigned workshops, travel, geographic location, and availability. Demonstrate extensive knowledge of each facilitator, encompassing industry experience, capabilities, and individual delivery style. Gather and update the facilitator/coach abilities database to ensure accuracy and relevancy. Offer proactive support to facilitators and coaches, addressing general inquiries promptly. Create and maintain coaches' forms and the master coaching report, ensuring a systematic approach to tracking and reporting. Reconcile submitted invoices each month from our coaches. Track and report facilitator and coaching capacity and usage, providing insights for strategic decision-making. Foster continuous collaboration and contribute to the creation of standardized processes and resources for our facilitators and coaches. Collaborate closely with team members in the delivery department to identify opportunities for facilitators and coaches to attend workshops, enhancing their professional development. Partner with team members of the delivery department in the preparation for quarterly meetings with our facilitators and coaches, ensuring seamless coordination. Gather, disperse, and organize post-engagement reports from workshops, maintaining a comprehensive record. Host informative sessions for prospective coaches and facilitators, fostering engagement and understanding. Collect detailed information for prospective facilitators and coaches, including resumes, facilitation videos, references, and schedule information. Assist in the background check process. Required Capabilities: Proven organizational skills, multitasking abilities, and a keen attention to detail and deadlines. Strong communication skills, both verbal and written. Ability to adeptly respond to last-minute changes with agility and efficiency. Proficiency in managing multiple platforms and practices simultaneously. Capability to prioritize tasks effectively and collaborate seamlessly with multiple departments. Self-motivated with a talent for rapid problem-solving. Demonstrated experience in project management. Proficient with Microsoft Office Suite. Preferred Capabilities: Proficient in using Project Management software such as Asana, Trello, Basecamp, and MS Project. Familiarity with customer relationship management tools, including SalesForce. Knowledgeable in utilizing scheduling software, with experience in platforms like Accessplanit. Strong ability to form and maintain positive professional relationships. Adept at navigating social media platforms for various professional purposes. Understanding of legal requirements for contracting 1099s, ensuring compliance in contractual engagements. Education and Experience: Minimum of 1 year of relevant experience required, with a preference for 2 or more years. Bachelor's degree is preferred. Preferred experience of 1 or more years working with HRIS software. Physical Requirements: Prolonged periods of sitting at a desk and working on a computer. Salary: From $40,000 per year
Arbinger Benefits: Leadership Training DEIA Workshops Health Benefits Health Savings Account (HSA) 401K Plan Accident Coverage Critical Illness Coverage Disability Coverage Life Insurance Paid Time Off (PTO) Paid Parental Leave Discounted Gym Memberships Pet Insurance Comprehensive Employee Assistance Program Birthday and Anniversary celebrations 11 Company Paid Holidays Company Paid Veterans Day off for all Veterans Note: the is not meant to cover all responsibilities but only provides an overview of the role. Arbinger is an equal-opportunity employer committed to diversity and inclusion in the workplace.
