Provo MTC Scheduling Specialist | Part-Time (28 Hours)
Epej Churchemployment · Provo, Utah, United States · onsite
This position is central to the missionaries' role to 'Invite others to come unto Christ by helping them receive the restored gospel through faith in Jesus Christ and His Atonement, repentance, baptism, receiving the gift of the Holy Ghost, and enduring to the end. The Scheduling Specialist is an individual contributor that assists with all functions and processes of the Scheduling Office. This position is also responsible for coordinating missionary scheduling assignments with all MTC departments, Missionary Department, and mission presidents.
This is an at-will, fixed-term position with the potential for continuation based on business needs and performance.
Reports to Mgr, Scheduling Services
1. Missionary Scheduling
- Assists in arranging, indexing, and documenting the incoming missionary register and assign companion, residence, classroom, branch, and schedule for all incoming missionaries - from 200 to 700 per week.
- Resolves all language advancement/delay changes, threesomes, and solo missionary assignments.
- Communicates weekly scheduling assignments with all MTC departments to ensure space management, teacher availability, and training length of stay.
- Communicates and reschedules all postponements, reassignments, language changes, and cancellations.
2. New Missionary Intake on Mondays and Wednesdays
- Orders and prepares individual packet materials for each new incoming missionary (nametags, ministerial certificate, schedule, etc.)
- Assists international missionaries with their medical, church support, travel, and language needs.
- Processes senior missionaries as they arrive on Mondays and resolve and communicate any necessary changes.
- Processes younger missionaries as they arrive on Wednesdays and resolve and communicate any necessary changes.
- Assists with scheduling, training, and supervision of volunteers assisting with missionary intake.
3. Walk-in Missionaries and Staff with questions.
- Resolves missionary problems with mailboxes, keys, missionary handbooks, nametags, identification cards, and ministerial certificates.
- Processes early arrival missionaries and make necessary arrangements until check-in.
- Assists staff and ecclesiastical leaders in scheduling classrooms, residence halls, meeting rooms, and conference rooms.
- Assigns and instructs solo missionaries on policy and expectations.
- Updates database with corrected missionary personal information.
- Trains/Coaches student employees.
4. Missionary database and records
- Ensures the accuracy of all assignments to avoid overlap, double-scheduling, or missed needs.
- Verifies missionary status, arrival/departure dates for MTC/mission, and other personal data for accuracy.
- Updates individual missionary record changes as directed by the Missionary Department, MTC Ecclesiastical leaders and MTC Training leaders.
- Maintains confidential information regarding missionary assignments, departures, and reinstatements.
Required:
- 3 years customer service and/or office experience or equivalent combination of education and experience
- Knowledge of Microsoft Word and Microsoft Excel.
- Excellent inter-personal communications skills.
- Excellent public relations skills are required in working with missionaries, ecclesiastical leaders, MTC departments and personnel.
- Must be able to work in a high stress environment with sensitivity to difficult situations.
- Handle highly confidential information with discretion and professionalism.
- Must be detail-oriented and have the ability to handle multiple tasks simultaneously.
- This position requires especially mature judgment in problem solving, in prioritizing many simultaneous tasks, and in coordinating with multiple departments.
- All work is time-sensitive with critical deadlines.
- To successfully perform the essential functions of the job, there may be physical requirements which need to be met such as sitting for long periods of time and using monitors/equipment.
Preferred:
- 4 years’ work or college experience.
- Experience with other desktop information tools.
- Ability to analyze data and run Macros in Excel.
- Familiarization with Acuity Scheduling or other scheduling programs.