Scheduling Assistant

We are looking for an organized, adaptable, and solutions-focused Scheduling Assistant to join our team. This role is ideal for someone who thrives in a fast-paced environment, can quickly adjust when plans change, and enjoys finding solutions to unexpected challenges. In this position, caregiver call-outs, last-minute staffing needs, and urgent schedule changes are a regular part of the day. The Scheduling Assistant must be able to think on their feet, prioritize competing needs, and communicate calmly and professionally with caregivers, clients, and families, including during difficult conversations. The right person will be proactive, dependable, and comfortable making quick decisions while knowing when to ask for support. If you are someone who stays level-headed under pressure, enjoys problem-solving, and can turn a challenging situation into a manageable one, this position may be a great fit.

The Scheduling Assistant plays a key role in maintaining consistent client care by coordinating caregiver schedules and responding to changing staffing needs. This position requires ongoing communication, quick decision-making, and the ability to manage unexpected situations without losing sight of other priorities. The Scheduling Assistant must be able to balance the immediate need to fill shifts with the importance of maintaining positive relationships with clients, families, and caregivers.
Primary responsibilities include:
• Coordinating caregiver schedules to ensure client shifts are appropriately staffed.
• Responding promptly to caregiver call-outs and securing replacement coverage as quickly as possible.
• Proactively identifying scheduling gaps and developing solutions before they affect client care.
• Managing multiple open shifts and competing staffing needs while prioritizing appropriately.
• Making quick, practical decisions when schedules change unexpectedly.
• Communicating professionally with clients and family members.
• Addressing caregiver concerns and scheduling conflicts calmly and fairly while maintaining appropriate boundaries.
• Communicating schedule changes and coverage updates promptly to caregivers, clients, families, and office staff.
• Maintaining accurate scheduling records, including call-outs, replacement coverage, and schedule adjustments.
• Monitoring upcoming schedules and ensuring shifts are filled within established office deadlines.
• Recognizing when an issue requires additional support and promptly communicating concerns to the appropriate supervisor.
• Maintaining a focus on continuity of care and client satisfaction, even when unexpected challenges arise.

Secondary responsibilities include the following:

• Assisting with schedule confirmations and follow-up communications.
• Supporting the scheduling of new clients and caregivers.
• Reviewing schedules for accuracy and correcting discrepancies.
• Assisting with timekeeping questions and clock-in or clock-out issues according to office procedures.
• Maintaining confidentiality regarding client and caregiver information.
• Supporting other office functions as needed to maintain efficient daily operations.
• Performing other reasonable duties as assigned.

The position may require you to:
• Assist with urgent after-hours or weekend scheduling needs, depending on assigned responsibilities.
• Participate in a rotating on-call schedule.
• Assist with holiday coverage and unexpected staffing shortages.
• Provide additional scheduling support during periods of high call volume or increased client needs.

An individual must possess the minimum education, experience, and skills necessary to perform the primary and secondary responsibilities of the position.
Additional qualifications include:
• High school diploma or GED required; associate’s or bachelor’s degree preferred.
• Previous scheduling, administrative, customer service, or office experience preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to remain level-headed and effective in a fast-paced environment.
• Strong problem-solving skills and the ability to think critically under pressure.
• Ability to adjust priorities quickly and manage multiple tasks simultaneously.
• Confidence in handling difficult conversations and resolving conflicts professionally.
• Ability to exercise sound judgment and work independently within established guidelines.
• Dependability, accountability, and consistent follow-through.
• Ability to use computer systems, scheduling software, email, and other office technology.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Commitment to supporting reliable, consistent care for clients and their families.