Manager of Historic Area Scheduling and Program Support

About the position

The Manager of Historic Area Scheduling and Program Support oversees the coordination and execution of programs, events, and historical engagements, ensuring alignment with policies and minimal disruption to public programming. Reporting to the Director, they manage daily operations of scheduling and programming support, optimize staff resources, and ensure accurate payroll processing. Key responsibilities include reviewing and approving program requests, managing program inventories and event calendars, handling billing, and communicating updates to stakeholders. The Manager enforces policies, oversees budgeting and quality assurance, approves program deviations, and escalates exceptions as needed. Strong organizational, communication, and negotiation skills are essential for maintaining efficient and effective support across internal and external stakeholders.

Responsibilities

• Serve as the primary liaison between the Historic Area and all Colonial Williamsburg Foundation divisions/departments to review, approve, and schedule programs utilizing Historic Area resources.
• Manage the HA Scheduling & Support Team.
• Manage external requests for Historic Area resources for events on or off-site, approving or denying based on established policies.
• Liaison with Foundation stakeholders for external event requests occurring in the historic area focusing on impact to public programming intrusions.
• Coordinate with Foundation stakeholders on external event requests in the Historic Area, ensuring minimal intrusion on public programming.
• Maintain an advanced proficiency in technology systems (i.e. UKG, Ulti-Pro, EMS, Outlook, Excel, Tessitura, etc.).
• Develop and maintain appropriate records and produce reports as requested.
• Establish and maintain strong working relationships with the division's interpreters, supervisors, managers and directors.
• Develop, implement and provide training on all recommended processes and tools.
• Manage the comprehensive database/calendar of non-core program requests; provides management reports on resource use, request disposition, priorities, and exceptional situations.
• Manage internal and external billing as appropriate.
• Manage inventory of available programs. Approves deviations from normal offerings. Ascertains program expense and determines program pricing.
• Maintain the quality of the program.
• Escalate requests deviating from policy to the appropriate management level for priority decisions.
• Manage all aspects of department operations including budget, staffing, staff performance, customer service, and quality.

Requirements

• Bachelor's degree in Business Administration, Project Management, or closely related field or equivalent experience.
• Minimum of 3-5 years of experience in scheduling, program management, or administrative support, preferably in a fast-paced environment.
• Advanced proficiency in a variety of software programs to include Word, Excel, Power Point, Power Automate, online scheduler and ticketing system.
• Proven ability to set strategic direction, lead and develop staff, and achieve objectives and goals.

Nice-to-haves

• Advanced degree (Master's or equivalent) in Project Management, Business Administration, or related field.
• Minimum 5+ years of progressively responsible management experience, schedules, complex project/operations management.
• General knowledge of 18th century Williamsburg history and familiarity with Colonial Williamsburg programs and operations.