Staffing & Scheduling Coordinator

Staffing & Scheduling Coordinator

Location: La Mesa, CA (In Office)
Employment Type: Full-Time, Salaried
Salary: $72,000 per year
Reports To: Director of Operations

About Golden Care

Golden Care is a private, independent home care agency serving families across San Diego County since 2013, with offices in La Mesa and Carlsbad. We are a licensed Home Care Organization (HCO #374700093) with a BBB A+ rating, and we are growing.

Position Overview

The Staffing & Scheduling Coordinator plays a critical role in ensuring every client shift is appropriately staffed and covered.

This position is responsible for coordinating caregiver schedules, filling open and last-minute shifts, monitoring daily staffing needs, and serving as a reliable point of contact for caregivers, clients, and families.

The ideal candidate is highly organized, responsive, calm under pressure, and comfortable managing changing priorities in a fast-paced home care environment. This role also participates in a rotating after-hours and weekend on-call schedule.

Key Responsibilities

Scheduling and Shift Coverage

- Build and maintain client care schedules in WellSky and ensure appropriate shift coverage.

- Fill open, call-off, and last-minute shifts by promptly contacting available caregivers.

- Match caregivers with clients based on availability, skills, location, language, care needs, and personality fit.

- Monitor caregiver clock-ins and clock-outs and follow up on late or missed visits.

- Track caregiver availability, time-off requests, weekly hours, and potential overtime.

- Identify upcoming scheduling gaps and work proactively to secure coverage.

Caregiver Communication

- Serve as a primary daily point of contact for caregivers regarding assignments, schedule changes, and staffing questions.

- Confirm shifts and communicate schedule updates clearly by phone, text, and internal systems.

- Support caregivers with WellSky-related issues involving clocking in and out, schedules, and care documentation.

- Assist with new caregiver orientation, scheduling coordination, and first-shift introductions as needed.

- Maintain professional and supportive communication while reinforcing scheduling expectations.

Client and Family Communication

- Respond to client and family inquiries regarding cancellations, scheduling changes, and requests for additional hours.

- Communicate schedule updates promptly and professionally.

- Demonstrate patience and empathy when staffing changes affect a client's routine or care.

- Escalate care-related concerns, complaints, or changes in client needs to the appropriate Care Management team member the same day.

On-Call and Administrative Support

- Participate in a rotating after-hours and weekend on-call schedule to respond to caregiver call-offs and urgent staffing needs.

- Maintain accurate scheduling records and document shift changes, caregiver communication, and relevant staffing activity.

- Protect client and caregiver information in accordance with HIPAA and Golden Care privacy policies.

- Collaborate with Care Management, Operations, Recruitment, and other team members to address staffing needs.

- Provide related administrative and operational support as needed.

Qualifications

Required

- High school diploma or equivalent.

- At least 1 year of experience in scheduling, staffing, dispatch, workforce coordination, or a similar role.

- Strong organizational skills and attention to detail.

- Ability to prioritize competing needs and solve problems quickly under pressure.

- Strong follow-through and sense of urgency.

- Patient, empathetic, and professional communication skills.

- Comfortable communicating by phone, email, and text throughout the workday.

- Comfortable learning and using scheduling and workforce management software.

- Availability to participate in rotating after-hours and weekend on-call coverage.

- Reliable transportation to the La Mesa office.

Preferred

- Bilingual in English and Spanish.

- Experience in home care, home health, senior care, or another healthcare setting.

- Experience using WellSky or a similar home care scheduling platform.

- Working knowledge of HIPAA and confidential information requirements.

Schedule and Compensation

Schedule: Full-time, Monday through Friday in the La Mesa office, with participation in rotating after-hours and weekend on-call coverage.

Salary: $72,000 per year.

Benefits: Benefits available to eligible full-time employees.

Equal Opportunity Employer

Golden Care is an equal opportunity employer. We are committed to maintaining a professional and respectful workplace and consider qualified applicants without regard to legally protected characteristics.