Part-Time 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 Part-Time Scheduling Specialist to be a point of contact for clients and instructors, handling scheduling-related tasks in a fast-paced environment.

Expected workload is 20 hours per week: Monday through Friday, 9am to 1pm at our center in Westport, CT. Hourly rate based on experience.

About the Role:

Our Scheduling Specialists are key members of our Client Services team and are responsible for managing high-volume scheduling with precision and efficiency at a bespoke tutoring center in Westport, CT. 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.

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 a 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.

Execute 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.

Follow through on 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 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:

Work Hours: Monday to Friday, 9am to 1pm

Location: all work is completed at our center in Westport, CT

Ability to sit or stand at a desk for prolonged periods while working on a computer.