Staffing Manager

Salt Lake City Public Library | Public Services

Location: System wide, based at our Main Library

Salary: $39.72/hour or $82,617.60/year minimum - Depending on Qualifications

Grade: 33

Posted: November 6th, 2026

Interviews: December 1st- 15th, 2026

FLSA Status: Exempt/Full Time

Union Status: Non-Represented Management

Reports to: Employee Relations Director (To be re-evaluated in 6 months)

Eligible For Hire: Internal and External Applicants (including subs) - Preference will be given to internal applicants.

About the Library

The Salt Lake City Public Library connects all people to free resources, knowledge, and one another to build a thriving community. Across nine locations and through outreach citywide, we are working toward a Salt Lake City where everyone belongs, where knowledge and opportunity are shared by all, and where our connections to one another make the whole community stronger. Guided by our 2026–2034 Strategic Plan, staff advance this work through four priorities: creating belonging through access, reading and literacy for all, strengthening civic life, and building the capacity to sustain our impact.

Library employees are stewards of this vision in every interaction. They bring joy to their service, treat every person with dignity, act with courage and good judgment, and work as one team across the system. People who thrive here believe a library is more than a place to find information; it is a place where a community comes to know itself.

Click here to learn more about what makes The City Library a great place to work.

Important Note

The City Library is currently engaged in strategic planning implementation. This position may evolve in the future based on organizational needs and strategic priorities.

Job Summary

The Scheduling Manager owns staffing coverage across every Salt Lake City Public Library location. This is a new, systemwide role created to bring scheduling together into one coordinated function, so locations get consistent, reliable coverage without each one having to solve staffing gaps on their own.

The Scheduling Manager administers the Library's scheduling software, supports the creation and maintenance schedules across all locations, determines replacement guidelines, coordinates the substitute pool, and establishes, trains and manages the Library's full-time and part-time floater staff. The role is the single point of accountability for making sure every location is staffed appropriately, every day, and that schedule data is accurate enough to inform staffing decisions system-wide.

Strategic Plan Alignment

The Scheduling Manager directly supports the Salt Lake City Public Library's 2026–2034 Strategic Plan priorities by creating belonging through access to ensure equitable, dependable, and flexible staffing coverage across all locations, supporting extended hours, book lockers, and branch access to meet community needs. The role advances reading and literacy for all by scheduling staff and floaters to guarantee consistent program delivery and public desk coverage for literacy initiatives and early childhood learning across all nine locations.

Who You Are

You are committed to equity and expanding belonging through access. You prioritize targeted support and resources for high-needs branches to ensure they serve as vital, empowering anchors for historically overlooked and underserved neighborhoods.
You are organized and detail-oriented. Juggling ten-plus locations, dozens of schedules, and last-minute call-outs doesn't rattle you.
You are a systems thinker. You can see how one location's staffing gap connects to another's surplus and can solve for the whole system, not just the loudest request.
You are calm under pressure and an early riser! Call-outs happen at 6 a.m. You handle them without drama and get coverage sorted.
You’re a natural communicator, and fair-minded. Branch managers, floaters, and substitutes all trust that you'll treat them consistently.
You are comfortable with software and data. You don't need to be an engineer, but you're not afraid of a scheduling platform's back end, and you can pull a report and know what it's telling you.
You believe good scheduling is a quiet form of respect for staff's time and for an exemplary patron experience.

Primary Responsibilities

Scheduling Systems and Operations

Serve as the Library's system administrator for scheduling software, including configuration, user access, integrations, and troubleshooting.
Supports the creation and maintenance of schedules for all locations, ensuring adequate coverage against published service hours and demonstrated demand.
Establish systemwide scheduling standards, templates, replacement guidelines and request/approval workflows that location managers can rely on and know they will be use consistently.
Partner with People and Strategy on how scheduling data connects to HRIS and payroll systems, maintaining accurate and audit-ready records
Work with District Managers to establish backup systems and cross-coverage plans to ensure smooth operations during absences.

Substitute and Floater Management

Manage the Library's substitute pool: recruitment, onboarding logistics and training, availability tracking, and day-to-day assignment.
Directly manages the full-time and part-time floater staff, including their schedules, location assignments, and workload balance across the system.
Build a rapid-response process for unplanned absences so locations get coverage confirmed as early in the day as possible.
Track substitute and floater utilization to identify chronic gaps, over-reliance on any one person, or locations that need additional permanent staffing.

Location Partnership and Coverage Planning

Partner with locations to understand local coverage needs, seasonal fluctuations, and program or event staffing.
Support evaluation of location hours and evening availability based on demonstrated demand, in partnership with location and People and Strategy leadership.
Balance systemwide consistency with the flexibility locations need to respond to their own neighborhood realities.
Build clear escalation paths for coverage conflicts and hold the line on fair, transparent decision-making when requests compete.

Data, Reporting, and Continuous Improvement

Maintain accurate, current scheduling data and produce regular reports on coverage, gaps, overtime exposure, and floater/substitute usage.
Use data to recommend adjustments to staffing models, floater pool size, or substitute recruitment targets.
Continuously refine scheduling processes, piloting improvements and scaling what works across the system.
Provide input into workforce planning conversations, including the staffing implications of new programs, location changes, or service hour adjustments.
Make recommendations when observing branch practices that differ across the system and make it difficult for staff to help in multiple locations.
Advise leadership and team members on long-term staffing strategy, identifying systemic workforce trends, optimal coverage models, and resource allocation across all locations.

Team Leadership

Directly supervises the Library's full-time and part-time floater staff, and any scheduling coordinator or support positions assigned to the function.
Sets clear expectations, provides regular feedback, and builds a culture where floaters feel supported rather than treated as an afterthought.
Trains location managers and staff on scheduling tools, request processes, and expectations.
Other duties as assigned.

Minimum Qualifications

Bachelor's degree in business, public administration, human resources, or a related field; or an equivalent combination of education and experience.
Five years of experience in scheduling, workforce management, or staffing coordination, ideally across multiple sites or locations.
Demonstrated experience administering scheduling or workforce management software.
Experience supervising staff, including remote or distributed teams is preferred.
Strong organizational skills and the ability to manage competing priorities under time pressure.
Comfort working with data: building reports, spotting patterns, and using numbers to make recommendations.
Clear, professional written and verbal communication.
If travel is required for Library purposes, must have transportation. If using a personal vehicle, must maintain state-required insurance.

Preferred Qualifications

Experience in a public library, school district, hospital, retail, or other multi-site service environment with variable coverage needs.
Experience implementing or migrating scheduling software systems.
Experience managing a substitute or float pool.
Familiarity with HRIS platforms (e.g., BambooHR) and payroll integration basics.

Working Environment

Work is performed primarily in an office setting, with regular visits to locations across the Library system.
Early morning availability is required to manage day-of coverage decisions.
Evening or weekend availability may be needed to support coverage during high-demand periods.
Normal stress associated with working in a busy, public institution.

Schedule

Full-time, 40 hours per week. Typically Monday through Friday, with occasional early-morning. Some evening, or weekend availability may be required.

Other Information

Completion of a criminal background check will be required for candidates over the age of eighteen (18).
The City Library participates in the federal Employment Eligibility Verification Program (E-Verify). Employment is contingent upon confirmation of your employment eligibility through the E-Verify system.
The City Library is an Equal Opportunity Employer and is committed to a diverse workforce.
This position is non-union eligible.

Compensation

Salary commensurate with experience. $39.72/hour or $82,617.60/year minimum. This is a full-time position and includes excellent benefits: paid vacation, health and life insurance, and Utah Retirement Systems benefits.

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