What are the responsibilities and job description for the Manager of Historic Area Scheduling and Program Support position at Colonial Williamsburg?
Description
Who We Are
Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.
Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 88 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life. The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.
Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes. Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.
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.
Essential Functions:
- 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.
- Establishe and maintain strong working relationships with the division’s interpreters, supervisors, managers and directors. Use good judgement in discerning information that is confidential and information that is needed by others to do their job.
- 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. Maintains 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.
Required and Preferred Education and Experience:
Required:
- Bachelor’s degree in Business Administration, Project Management, or closely related field or equivalent experience, minimum of 3-5 years if 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.
Preferred:
- 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. (Substantial business / management experience may be substituted for degree.)
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General knowledge of 18th century Williamsburg history and familiarity with Colonial Williamsburg programs and operations
Qualifications:
- Ability to work as a member of a team and independently
- Excellent word processing skills and ability to adapt to ever changing technological developments
- Ability to type 50-55 words per minute accurately
- Proficiency in designing and producing computer spreadsheets
- Very strong organizational skills and flawless attention to detail
- Ability to manage multiple tasks, work efficiently, and adapt to changing priorities
- Ability to evaluate situations and exercise sound judgement
- Ability to communicate well orally and in writing
- Ability to establish and maintain hospitable and effective work relationships with diverse people across the organization
- Excellent customer service skills
- Demonstrated dependability and punctuality
- Demonstrated confidentiality and discretion
