Staffing & Scheduling Specialist
Location: Remote U.S. or Canada
Department: Talent Management
Employment Type: FT
Minimum Experience: Mid-Level
About Us
The mission of the IFS Institute (IFSI) is to bring more Self-Leadership to the world. Internal Family Systems (IFS) is a psychotherapy approach grounded in the understanding that the mind is naturally multiple and that everyone has a core Self that is whole, resilient, and capable of guiding healing and growth.
The IFS Institute provides training for professionals and organizations globally, an annual conference, a practitioner directory for those looking for IFS trained providers, and a growing number of online courses, books, and other resources.
Our goal is to create learning environments and a community that teach and support the internal welcoming of parts that have been exiled, shamed, or marginalized within our systems so that they may be seen, heard, valued, and ultimately healed. Building and supporting a diverse workforce is foundational to this goal and we are a committed equal opportunity employer. To learn more about our growing organization, view a few of our
introductory IFS videos.
Position Summary
The Scheduling and Staffing Specialist plays a critical operational role within the Talent Management team at IFS Institute, ensuring the effective delivery of North American training programs through strategic scheduling oversight, staffing coordination, and strong cross-functional partnership. This position ensures trainers, program teams, and internal departments remain aligned, informed, and supported to deliver high-quality learning experiences at scale.
Reporting to the North American Talent Manager, this role owns the coordination and management of training schedules and staffing logistics, including aligning trainer availability and capacity, confirming Lead and Assistant Trainer assignments, resolving schedule changes, and supporting annual and long-range staffing and scheduling planning.
Success in this role requires strong judgment, exceptional organizational skill, proactive communication, and the ability to manage complex moving parts with professionalism, discretion, and consistency in a fast-paced, mission-driven environment.
Key Responsibilities
- Oversee schedules for all North American training programs, ensuring consistency, clarity, and reliability across systems.
- Align trainer availability, preferences, and capacity to support effective, sustainable, and well-balanced staffing decisions across programs and events.
- Manage staffing assignments for Lead Trainers, Assistant Trainers, and other IFS-I events, ensuring timely updates to trainers and internal stakeholders.
- Maintain and optimize scheduling systems, documentation, tracking tools, and shared calendars to ensure accuracy, transparency, and operational efficiency.
- Partner with Talent Management, Admissions, Operations, and Finance teams to support annual and long-range staffing strategies, forecasting, modeling, and scenario planning.
- Represent Talent Management in Staffing & Scheduling Meetings, contributing insight, coordination, and follow-through.
- Serve as a key communication bridge between trainers, Talent Management, and cross-functional teams, ensuring clear, timely, and respectful information flow regarding schedules, changes, logistics, and priorities.
- Strengthen trainer and staff experience and engagement through proactive communication, coordination of Staff-to-Staff surveys and feedback tools, and responsiveness to trainer and team needs.
- Provide staffing and logistical support to other IFS-I and Talent Management events.
Skills and Attributes
- Strong organizational, planning, and time-management skills.
- Exceptional attention to detail and commitment to accuracy.
- Ability to manage complex logistics and competing priorities with clarity and calm.
- Strong written and verbal communication skills.
- Relational, collaborative, and service-oriented approach.
- Comfort navigating ambiguity and evolving priorities in a growing organization.
- High emotional intelligence, professionalism, and discretion.
- Proficiency with Microsoft 365 and comfort learning new systems and platforms.
- Alignment with IFS Institute’s mission, values, and community-centered culture.
Role Requirements
- 3–5+ years of experience in scheduling, operations, program coordination, talent management, or related field.
- Bachelor’s degree required or equivalent professional experience.
- Demonstrated experience managing complex scheduling, staffing, or logistical systems.
- Strong project management skills, including planning, execution, tracking, and communication.
- Experience working cross-functionally in a collaborative organizational environment.
- Ability to handle confidential information with discretion and professionalism.
- Experience supporting training programs, coaching organizations, healthcare, education, or nonprofit environments preferred.
IFS Institute is an Equal Opportunity Employer and does not discriminate based on any characteristic protected by local law.
If you require reasonable accommodation for any part of the application or hiring process due to a disability, you may submit your request by sending an email and confirming your request for an accommodation and include the job number, title and location to Careers@ifsinstitute.com. This option is reserved for individuals who require accommodation due to a disability. Information received will be processed by our U.S. IFS Institute HR Department who will provide assistance to ensure appropriate consideration in the application or hiring process.