Deputy Scheduling Director

Do you have exceptional time management skills and thrive on helping those around you achieve the same? Governor Shapiro's Office is looking for an assertive, detail-oriented Deputy Scheduling Director to lead the scheduling team and ensure the effective utilization of the Governor's time. We need someone who can adapt to an ever-changing environment, juggle competing priorities, and exemplify the highest standard of professional communication skills. If you want to work with a forward-thinking team and help take government services to new heights, we want to talk to you!

The Governor's Scheduling Office plays an important role by implementing management strategies to make the most of Governor Shapiro's time. Confidence and confidentiality are crucial for a successful Deputy Scheduling Director, as you will handle sensitive information and interact with a variety of people and personalities. The day-to-day needs of the office will change depending on the demands of the Governor's schedule. As such, you must be able to pivot with these changes as well as anticipate updates. Key job duties will entail:

• Event Screening and Vetting: Evaluate external scheduling requests and ensure all external requests contain necessary information for evaluation by the Director and Executive Deputy Chief of Staff.
  
• Event Tracker Management: Collaborate with the Scheduling Assistant to ensure the events tracker is consistently updated with accurate and complete information. Ensure events are properly categorized (e.g. acceptance, declination, surrogate) and executed in a timely manner in alignment with office procedures.
• Public Engagement: The Deputy Director is responsible for developing standardized language for external correspondence and communicating with event organizers-via email, phone, or text-to provide updates on the status of their requests and set clear expectations for the scheduling process.
• Coordination with Advance and Staff: Serve as the Scheduling Team's representative on internal planning calls, coordinating with Commonwealth Media Services, contributing to the Governor's briefing materials processes, and providing the advance team with information needed to successfully execute each event.
• Quality Control: Assist the Director as a "second set of eyes" to ensure that the Governor's calendar is accurate, up-to-date, and has the required information to ensure a successful day.
• Project Management: Using the existing resources, the Deputy Director will be tasked with the creation and implementation of a streamlined and efficient events tracking system to better serve the needs of the Scheduling Office.
• Executive Office Support: As capacity allows, the Deputy Director will support tasks beyond the core functions of the Scheduling Office.

Work Schedule and Additional Information:

• Full-time employment
• Work hours are 8:30 AM to 5:00 PM, Monday - Friday, with a 60-minute lunch. Given the always-on nature of the Governor's Office, work outside of standard work hours is expected.
• Telework: You will not have the option to telework in this position.
• Salary: In some cases, the starting salary may be non-negotiable.
• You will receive further communication regarding this position via email. Check your email, including spam/junk folders, for these notices.

QUALIFICATIONS

Additional Requirements:

• You must possess strong organizational skills with exceptional attention to detail.
• You must possess strong critical thinking and problem-solving skills to identify issues, evaluate alternatives, and implement effective solutions.
• You must be able to demonstrate confidence and take initiative to anticipate needs and address challenges.
• You must possess the ability to handle multiple priorities in a fast-paced environment.
• You must possess excellent interpersonal and communication skills, with the ability to engage effectively with a wide range of stakeholders.
• You must possess strong active listening skills with the ability to interpret verbal and non-verbal cues, understand context, and ask clarifying questions when needed.
• You must possess the ability to exercise discretion and professionalism in handling confidential information.
• You must be willing to work outside of business hours, including weekends, on a regular basis.

Preferred Qualification (not required):

Legal Requirements:

How to Apply:

• Your application must include a resume.
• Your application must be submitted by the posting closing date. Late applications and other required materials will not be accepted.
• Failure to comply with the above application requirements may eliminate you from consideration for this position.

Veterans:

Telecommunications Relay Service (TRS):

If you are contacted for an interview and need accommodations due to a disability, please discuss your request for accommodations with the interviewer in advance of your interview date.

The Commonwealth is an equal employment opportunity employer and is committed to a diverse workforce. The Commonwealth values inclusion as we seek to recruit, develop, and retain the most qualified people to serve the citizens of Pennsylvania. The Commonwealth does not discriminate on the basis of race, color, religious creed, ancestry, union membership, age, gender, sexual orientation, gender identity or expression, national origin, AIDS or HIV status, disability, or any other categories protected by applicable federal or state law. All diverse candidates are encouraged to apply.