Crew Scheduler Job Description [Updated for 2025]

In the rapidly evolving aviation industry, the significance of crew schedulers has become increasingly pivotal.

As air travel continues to surge, there is a growing demand for skilled professionals who can efficiently manage and coordinate the schedules of airline crews.

But what exactly does a crew scheduler do?

Whether you are:

• A job seeker aiming to grasp the nuances of this role,
• A hiring manager mapping out the perfect candidate,
• Or simply curious about the inner dynamics of crew scheduling,

You’ve landed at the right destination.

Today, we present a customizable crew scheduler job description template, designed for easy posting on job boards or career sites.

Let’s take flight into the details.

Crew Scheduler Duties and Responsibilities

Crew Schedulers play a crucial role in the aviation industry, ensuring optimal staffing for flight operations while adhering to company policies, labor agreements, and federal regulations.

They must balance the needs of both the airline and the crew members while considering factors such as unexpected weather changes, mechanical issues, and crew availability.

Their primary duties and responsibilities include:

• Developing and managing crew schedules, taking into account factors such as flight times, rest periods, and legal regulations
• Coordinating and communicating with flight crew members about their schedules and any changes that may arise
• Tracking crew members’ flight time, duty time, and rest periods to ensure compliance with Federal Aviation Administration (FAA) regulations
• Responding to unexpected events such as flight delays, cancellations, or crew illness, and making necessary changes to the schedule
• Maintaining accurate and up-to-date records of crew schedules and flight information
• Providing excellent customer service, addressing crew inquiries, and resolving any conflicts or issues that may arise
• Managing crew accommodations, including hotel bookings and transportation arrangements for layovers
• Coordinating with other departments such as Flight Operations and Human Resources to ensure smooth operation

 

Crew Scheduler Job Description Template

Job Brief

We are seeking a detail-oriented and organized Crew Scheduler to join our team.

The Crew Scheduler is responsible for ensuring that all flights have sufficient crew while adhering to contractual and regulatory requirements.

Crew Scheduler responsibilities include scheduling flight and ground crew, managing crew schedules to ensure optimal productivity and regulatory compliance, and communicating with crew members about their schedules.

Our ideal candidates have excellent communication skills, can handle stress well, and have a keen eye for details.

 

Responsibilities

• Create and manage flight and ground crew schedules
• Ensure all flights are staffed in compliance with company and regulatory requirements
• Monitor crew schedules to ensure optimal productivity
• Communicate with crew members about their schedules
• Track and manage crew qualifications and training requirements
• Coordinate with other departments as necessary to address scheduling issues
• Respond to operational disruptions and re-schedule crew as necessary

 

Qualifications

• Proven experience in crew scheduling or similar role
• Knowledge of aviation regulations related to crew scheduling
• Excellent communication and interpersonal skills
• Ability to handle stressful situations and make decisions quickly
• Strong organizational skills and attention to detail
• Proficient in using scheduling software
• Bachelor’s degree in business, aviation, or relevant field is preferred

 

Benefits

• 401(k)
• Health insurance
• Dental insurance
Retirement plan
• Paid time off
• Professional development opportunities

 

Additional Information

• Job Title: Crew Scheduler
• Work Environment: Office setting with occasional visits to the flight line. Some travel may be required for team meetings or training.
• Reporting Structure: Reports to the Crew Scheduling Manager.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $48,000 minimum to $60,000 maximum
• Location: [City, State] (specify the location or indicate if remote)
• Employment Type: Full-time
• Equal Opportunity Statement: We are an equal opportunity employer and value diversity at our company. We do not discriminate on the basis of race, religion, color, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.
• Application Instructions: Please submit your resume and a cover letter outlining your qualifications and experience to [email address or application portal].

 

What Does a Crew Scheduler Do?

Crew Schedulers work predominantly in the aviation and maritime industries, where they are responsible for managing and scheduling the work shifts of pilots, flight attendants, or ship crew members.

Their primary duty is to ensure that all flights or voyages have the necessary crew members scheduled and that all crew members meet the necessary rest and work regulations set by governing bodies.

They also manage and coordinate the rotation of crew members, ensuring an efficient and effective crew changeover.

This includes the management of sick leaves, vacation, and training schedules.

Crew Schedulers monitor and handle any changes in the schedule due to unexpected issues like weather conditions, technical problems, or crew member unavailability.

They work closely with other departments, such as operations and human resources, to ensure that all scheduling needs are met and that any disruptions are managed quickly and effectively.

They are also responsible for maintaining up-to-date records of crew member’s work, rest hours, and their qualifications to ensure compliance with industry regulations.

Some Crew Schedulers may also be responsible for arranging travel and accommodation for crew members during changeovers or layovers.

 

Crew Scheduler Qualifications and Skills

Crew Schedulers should have a set of skills and qualifications that ensure smooth operations and scheduling efficiency, such as:

• Organization skills for planning and scheduling crew assignments effectively
• Detail-oriented to ensure each assignment is properly aligned with crew skills and expertise
• Strong communication skills to clearly inform crew members about their assignments, as well as address any questions or concerns
• Problem-solving skills to swiftly resolve any complications or conflicts in the schedule
• Ability to work in a high-stress environment, managing multiple scheduling demands simultaneously
• Understanding of labor laws and union agreements to ensure compliance in scheduling
• Technical skills for using crew management and scheduling software
• Customer service skills to handle crew requests and complaints professionally and effectively
• Time management skills to ensure all crew scheduling tasks are completed in a timely manner

 

Crew Scheduler Experience Requirements

Crew Schedulers typically need a minimum of 1 to 2 years of experience in a scheduling or coordination role, often in a transportation or logistics environment.

This experience enables them to understand the complexities of staffing, scheduling, and managing personnel, especially in roles that involve shift work and changing schedules.

For entry-level positions, experience can be gained through internships or part-time roles in similar industries or settings.

Some may also gain relevant experience in roles such as Dispatch Coordinator, Logistics Assistant, or Operations Coordinator.

Candidates with more than 3 years of experience are often more adept at handling unforeseen circumstances, conflict resolution, and maintaining operational efficiency.

This experience is often gained in Crew Scheduler roles or similar positions in airlines, shipping, trucking, or rail companies.

Those with more than 5 years of experience usually possess a high level of expertise in managing and coordinating personnel schedules.

They may also have some supervisory or leadership experience, making them suitable for managerial or team-lead positions within Crew Scheduling departments.

 

Crew Scheduler Education and Training Requirements

Crew Schedulers generally require a high school diploma or equivalent, though a bachelor’s degree in a related field such as business administration, operations management, or logistics can be beneficial.

Critical skills for this role include strong communication abilities, organizational and problem-solving skills, attention to detail, and the ability to handle high-stress situations.

Crew Schedulers must also have a thorough understanding of labor laws, union contracts, and scheduling processes.

Proficiency in crew management or airline software systems is often necessary.

Therefore, certification courses related to these systems, or general computer skills, can be beneficial.

On-the-job training is typically provided in this role to ensure familiarity with company policies, procedures, and specific scheduling software used by the company.

Although it’s not a requirement, experience in the aviation industry or previous roles that required scheduling, planning, or administrative skills can make a candidate more desirable.

Ongoing training may be required to keep up with changes in labor laws, scheduling software, and company policies.

 

Crew Scheduler Salary Expectations

A Crew Scheduler earns an average salary of $45,000 (USD) per year.

The salary can greatly vary depending upon factors such as work experience, the size of the company, and the geographical location.

 

Crew Scheduler Job Description FAQs

What skills does a Crew Scheduler need?

Crew Schedulers need strong organizational and multitasking skills due to the complexity and dynamic nature of scheduling tasks.

They should have excellent attention to detail to avoid errors in scheduling that can impact operations.

Communication skills are also crucial, as Crew Schedulers often coordinate with various personnel.

Furthermore, proficiency in computer systems and scheduling software is typically required.

 

Do Crew Schedulers need a specific degree?

While there isn’t a specific degree requirement for becoming a Crew Scheduler, a degree in Business Administration, Logistics, or related fields may be advantageous.

However, most employers prioritize experience in scheduling, logistics, or transportation.

Comprehensive knowledge of regulations related to crew scheduling is also essential.

 

What should you look for in a Crew Scheduler resume?

When reviewing a Crew Scheduler resume, look for prior experience in crew scheduling, logistics, or similar roles.

Proficiency in computer systems, especially scheduling software, is also essential.

It’s beneficial if candidates have knowledge of relevant regulations.

Strong candidates often demonstrate skills in organization, communication, and problem-solving.

 

What qualities make a good Crew Scheduler?

A good Crew Scheduler is highly organized, detail-oriented, and able to manage multiple tasks simultaneously.

They should be excellent communicators, capable of coordinating with various team members and departments.

Problem-solving skills are also important, as Crew Schedulers need to quickly adjust schedules in response to changing circumstances.

Finally, they should be proficient with computer systems and scheduling software.

 

Is prior experience required for a Crew Scheduler?

While some companies may hire entry-level Crew Schedulers, most employers prefer candidates with prior experience in crew scheduling, logistics, or a related field.

This is because the role involves complex tasks and requires a thorough understanding of scheduling principles and regulations.

However, some companies provide on-the-job training to new Crew Schedulers.

 

Conclusion

And there we have it.

Today, we’ve illuminated the crucial role of a crew scheduler.

Surprise surprise!

It’s not just about plotting schedules.

It’s about orchestrating the seamless operations of an entire crew, one schedule at a time.

Now, armed with our comprehensive crew scheduler job description template and real-world examples, you’re ready to take the next step.

But why stop at readiness?

Explore further with our job description generator. It’s your go-to tool for crafting precise job listings or honing your resume to the finest detail.

Remember:

Every schedule is a piece of a larger operational puzzle.

Let’s piece that puzzle together. As a team.

How to Become a Crew Scheduler (Complete Guide)

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