Scheduler, Administrative​/Clerical

Scheduler / Lab Planner

This role serves as a Lab Planner who works closely with the Lab Scheduler to coordinate and optimize laboratory schedules across multiple projects. You will use various scheduling software tools, including Smartsheet, to manage lab capacity, align test plans with available resources, and ensure that engineering teams receive clear and timely commitments. The position requires a strong ability to see the bigger picture of lab operations, balance competing priorities, and communicate constraints and solutions in a professional and transparent manner.

Responsibilities

• Work alongside the Lab Scheduler to plan, coordinate, and maintain laboratory schedules across multiple projects and teams.
• Use scheduling software such as Smartsheet to create, update, and manipulate lab schedules, ensuring accurate and up-to-date information.
• Review incoming requests and test plans from engineering teams and determine whether the lab can commit to the requested work at specific times.
• Communicate scheduling decisions clearly by confirming when work can be accommodated or explaining why certain requests cannot be scheduled at a given time.
• Perform project management tasks related to scheduling, including tracking timelines, dependencies, and resource allocation in coordination with the Lab Scheduler.
• Move and adjust schedule elements as needed to accommodate changing priorities, new test plans, or unexpected constraints.
• Field test plans from engineering teams, interpret their requirements, and translate them into actionable scheduling entries.
• Identify potential scheduling conflicts, resource constraints, or overlapping test plans and proactively address them.
• Communicate identified conflicts and constraints to Lab Managers and the Lab Scheduler, providing options or recommendations to resolve issues.
• Collaborate with engineering teams to align expectations, clarify requirements, and ensure that schedules reflect realistic timelines and capacities.
• Maintain organized and accurate scheduling records within the chosen software tools to support reporting and decision-making.
• Continuously monitor lab utilization and suggest improvements to scheduling processes to enhance efficiency and throughput.

Essential Skills

• Proficiency with scheduling software tools, including the ability to create, update, and manage complex schedules.
• Experience using Smartsheet or similar scheduling and project management platforms.
• Ability to see the broader picture of lab operations and understand how individual test plans fit into overall capacity and timelines.
• Strong communication skills to clearly explain scheduling decisions, constraints, and trade-offs to engineering teams and lab leadership.
• Capability to perform project management tasks related to scheduling, including tracking timelines, dependencies, and resource usage.
• Attention to detail when reviewing test plans, entering data, and identifying potential conflicts in schedules.
• Analytical skills to identify, assess, and resolve scheduling conflicts and resource constraints.
• Interest in or experience in engineering that supports understanding of lab testing and engineering workflows.
• Organizational skills to manage multiple concurrent requests and maintain accurate schedule documentation.

Additional Skills & Qualifications

• Engineering experience or education that supports effective collaboration with engineering teams.
• Prior experience in a scheduler or lab planner role.
• Familiarity with coordinating test plans and resource allocation in a laboratory or technical environment.
• Comfort working closely with lab leadership, including Lab Managers and Lab Schedulers, to support operational goals.

Work Environment

The role operates in a laboratory-focused environment where multiple engineering teams rely on shared lab resources and equipment. You will primarily work with digital scheduling and project management tools, including Smartsheet and other scheduling software, to coordinate lab usage and test activities. The position involves regular interaction with Lab Managers, the Lab Scheduler, and engineering teams to align schedules, address conflicts, and support efficient lab…