Crew Scheduling Coordinator Job Description [Updated for 2025]

In the modern era of logistics and business operations, the importance of a Crew Scheduling Coordinator has become more significant than ever.

As business operations become more complex, there is an increasing demand for competent professionals who can organize, oversee, and ensure the smooth running of crew schedules.

But let’s delve deeper: What is precisely expected from a Crew Scheduling Coordinator?

Whether you are:

• A job seeker trying to comprehend the core of this role,
• A hiring manager defining the perfect candidate,
• Or merely interested in the internal mechanisms of crew scheduling coordination,

You’re in the right place.

Today, we present a customizable Crew Scheduling Coordinator job description template, crafted for effortless posting on job boards or career sites.

Let’s dive right in.

Crew Scheduling Coordinator Duties and Responsibilities

Crew Scheduling Coordinators play a pivotal role in the aviation industry by overseeing and coordinating the schedules of pilots and flight attendants to ensure that flights are properly staffed.

Their main duties and responsibilities include:

• Developing and managing crew schedules in accordance with airline regulations and policies
• Ensuring all flights have sufficient crew members who have had the required rest
• Coordinating with other departments such as flight operations and human resources
• Tracking crew members’ flight hours, rest periods, and training requirements
• Resolving scheduling conflicts and handling emergency situations such as delays, cancellations, and crew illnesses
• Communicating changes in schedules to crew members in a timely manner
• Processing schedule bids and vacation requests from crew members
• Compiling and analyzing data related to crew scheduling to assist in decision making
• Ensure compliance with all federal regulations and guidelines related to crew member scheduling

 

Crew Scheduling Coordinator Job Description Template

Job Brief

We are seeking a detail-oriented Crew Scheduling Coordinator to ensure efficient scheduling and rescheduling of flight crews.

Responsibilities include managing crew scheduling, ensuring compliance with regulations, and resolving crew-related issues.

Our ideal candidate is adept at multi-tasking, has excellent problem-solving skills, and possesses a deep understanding of FAA regulations relating to crew scheduling.

The role of the Crew Scheduling Coordinator is to ensure the smooth operation of our flight schedule by efficiently managing our crew members and adhering to all regulatory requirements.

 

Responsibilities

• Develop and manage crew schedules based on operational requirements.
• Ensure all scheduling operations comply with FAA regulations and company policies.
• Communicate schedule changes to crew members in a timely manner.
• Manage and resolve crew scheduling conflicts and issues.
• Monitor crew compliance with duty time and rest requirements.
• Maintain accurate records of crew schedules, duty times, and rest periods.
• Coordinate with other departments to ensure efficient operation of flights.
• Assist in crew member training and development programs.
• Perform administrative tasks as required.

 

Qualifications

• Proven work experience as a Crew Scheduling Coordinator or similar role.
• Strong understanding of FAA regulations related to crew scheduling.
• Excellent organizational and multi-tasking skills.
• Strong communication and interpersonal skills.
• Ability to work under pressure and make decisions quickly.
• Proficiency in crew scheduling software and tools.
• High school diploma required; Bachelor’s degree in Aviation Management or related field preferred.

 

Benefits

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

 

Additional Information

• Job Title: Crew Scheduling Coordinator
• Work Environment: Office setting within an airport or airline headquarters. May require irregular work hours.
• Reporting Structure: Reports to the Crew Scheduling Manager or Director of Operations.
• Salary: Salary is based upon candidate experience and qualifications, as well as market and business considerations.
• Pay Range: $40,000 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 Scheduling Coordinator Do?

Crew Scheduling Coordinators typically work for airlines, railroads, shipping companies, or any industry that requires a large workforce operating on a schedule.

They are responsible for planning, developing and implementing employee work schedules.

They need to ensure that all shifts are adequately covered while also considering employees’ vacation requests, sick leave, and other time off.

Their job involves coordinating and communicating with various departments, especially human resources, to make sure that all shifts are filled and that any staffing changes are effectively communicated.

Crew Scheduling Coordinators also manage unexpected changes in schedules due to unforeseen circumstances such as weather disruptions, employee illness, or equipment failure.

In such cases, they must quickly find replacements or adjust the schedule as needed to maintain operations.

They also handle administrative duties related to employee scheduling, such as maintaining accurate records of employees’ work hours and ensuring that employees comply with company policies and regulatory guidelines regarding work hours and rest periods.

Crew Scheduling Coordinators often use software applications to help manage and track schedules, and they must be proficient in data analysis to forecast staffing needs based on historical trends and future projections.

They may also be responsible for training employees on how to use scheduling software.

In short, the Crew Scheduling Coordinator plays a crucial role in ensuring the smooth and efficient operation of the workforce in industries that rely on accurate and efficient scheduling.

 

Crew Scheduling Coordinator Qualifications and Skills

A proficient Crew Scheduling Coordinator should possess the qualifications and skills that meet the requirements of your job description, such as:

• Organizational skills to effectively manage and coordinate crew schedules, ensuring efficient utilization of crew members.
• Strong communication skills to relay information between crew members, management, and other relevant parties about schedule changes, leave requests, and other related matters.
• Problem-solving skills to quickly and effectively resolve issues that may impact crew schedules such as absences, delays, or unexpected changes.
• Interpersonal skills to handle crew queries and concerns with patience and understanding, fostering a positive work environment.
• Detail-oriented skills to maintain accurate records of crew schedules, work hours, leaves, and other relevant data.
• Knowledge of labor laws and crew rights to ensure compliance in all scheduling processes.
• Time management skills to meet scheduling deadlines and adjust schedules in a timely manner when necessary.
• Technical skills to efficiently use crew scheduling software and other relevant computer systems.
• Stress management skills to handle high-pressure situations that may arise due to last-minute schedule changes or emergencies.

 

Crew Scheduling Coordinator Experience Requirements

Crew Scheduling Coordinators often begin their careers in entry-level roles within the airline, cruise line, or event planning industries.

They may possess 1 to 2 years of experience in roles such as Operations Assistant, Scheduling Assistant or Administrative Assistant, which allow them to gain familiarity with scheduling software and processes.

A Bachelor’s degree in Hospitality, Business Administration, or a related field can also provide valuable experience for this role.

Some organizations may also require certification in crew resource management or similar areas.

Candidates with more than 3 years of experience often build their competence in crew management, scheduling software and problem-solving in roles such as a Crew Scheduler or Operations Coordinator.

Those with more than 5 years of experience may have leadership experience in their background and are typically equipped to handle complex scheduling challenges, crisis management, and team management.

At this level, they may be ready for a managerial position within scheduling or operations.

 

Crew Scheduling Coordinator Education and Training Requirements

Crew Scheduling Coordinators generally hold a high school diploma or equivalent, but a bachelor’s degree in aviation, business administration, or a related field can provide an advantage.

They must have solid understanding of Federal Aviation Administration (FAA) regulations and guidelines regarding crew scheduling and flight operations.

This knowledge is often gained through relevant work experience in the aviation industry.

Training in the use of scheduling software and tools is essential, as these coordinators need to manage complex schedules and respond to changes rapidly and efficiently.

Crew Scheduling Coordinators should also have excellent communication and interpersonal skills as they will frequently interact with crew members and other airline personnel.

Further certification in human resources or project management can be beneficial and demonstrate commitment to the role.

Being familiar with airline operations, crew legalities, and fatigue risk management systems could be advantageous for those looking to excel in this role.

Continual learning and staying updated with industry practices and regulations are also important for progression in this field.

 

Crew Scheduling Coordinator Salary Expectations

A Crew Scheduling Coordinator earns an average salary of $44,138 (USD) per year.

This salary may fluctuate depending on factors such as experience, the size and industry of the employing company, and the cost of living in the job location.

 

Crew Scheduling Coordinator Job Description FAQs

What skills does a Crew Scheduling Coordinator need?

A Crew Scheduling Coordinator should have excellent organizational skills and be able to multitask effectively.

Strong communication skills, both verbal and written, are essential as they will be liaising with various departments and crew members.

They should also be proficient in administrative duties and have a good understanding of labor laws and scheduling software.

 

Do Crew Scheduling Coordinators need a degree?

While a degree is not always necessary, some employers may prefer candidates with a degree in Business Administration, Human Resources, or a related field.

Most importantly, candidates should have relevant experience in crew scheduling or logistics management.

Familiarity with aviation or transportation industries can also be beneficial.

 

What should you look for in a Crew Scheduling Coordinator resume?

Look for previous experience in similar roles, demonstrating the ability to manage schedules efficiently, handle last-minute changes, and coordinate with multiple departments.

Proficiency in scheduling software and good knowledge of labor laws are also important.

Check for any relevant certifications or additional training they may have completed.

 

What qualities make a good Crew Scheduling Coordinator?

A good Crew Scheduling Coordinator should be a problem solver who can handle unexpected changes or emergencies calmly.

They should have excellent attention to detail to ensure schedules are accurate and comply with labor laws.

Good interpersonal skills are also important as they will be liaising with various departments and crew members.

 

Is it difficult to hire a Crew Scheduling Coordinator?

Hiring a Crew Scheduling Coordinator can be challenging depending on the specific requirements of your industry and the complexity of the scheduling tasks.

However, by offering competitive compensation and benefits, and promoting a positive work environment, you can attract suitable candidates for the position.

 

Conclusion

And there you have it.

Today, we’ve unveiled the real essence of being a Crew Scheduling Coordinator.

Surprise!

It’s not just about making schedules.

It’s about orchestrating seamless operations, one schedule at a time.

With our definitive Crew Scheduling Coordinator job description template and tangible examples, you’re geared up to make your move.

But don’t stop there!

Go further with our job description generator. It’s your next leap towards impeccably drafted job listings or honing your resume to perfection.

Always remember:

Every schedule is a piece of the operational puzzle.

Let’s create that seamless workflow. Together.

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