Scheduler​/Staffing Coordinator

Description

Job Summary:

CV at Home is seeking a highly organized Scheduler / Staffing Coordinator to support the day-to-day staffing and administrative needs of its private-pay personal care and home care services. The primary focus of this position is caregiver scheduling and coverage, recruiting and onboarding coordination, caregiver communication, timekeeping preparation, and administrative accuracy.

The Scheduler / Staffing Coordinator helps ensure clients receive dependable personal-care services by coordinating caregiver assignments, communicating schedule changes, supporting hiring and onboarding, and maintaining accurate records. This is a combined operations-support position, not a scheduling-only role.

The Coordinator works closely with the Administrator / Operations Manager to resolve coverage needs, support caregivers, respond professionally to clients and families, and prepare accurate information for payroll and billing. The position requires sound judgment, careful follow-through, and the ability to shift priorities when urgent coverage needs arise.

Essential Duties and Responsibilities

Scheduling and Coverage

• Maintain accurate recurring and one-time client schedules in the agency's scheduling system.
• Match caregivers to assignments using availability, qualifications, authorized duties, client needs and preferences, travel requirements, continuity of care, and approved overtime limits.
• Identify open shifts early and actively coordinate qualified coverage.
• Respond promptly to call-outs, cancellations, and schedule changes during assigned coverage hours.
• Confirm assignments and communicate changes to affected caregivers, clients, families, and management as appropriate.
• Review upcoming coverage each workday and prepare a documented weekend and after-hours handoff.
• Escalate uncovered visits, safety concerns, and unresolved staffing issues according to agency procedures.
• Use available scheduling automation to support the work while reviewing recommendations and confirming that assignments are appropriate.

Recruiting and Onboarding Support

• Review caregiver applications, conduct initial outreach and screening, and coordinate interviews.
• Maintain an accurate applicant pipeline and document next steps.
• Collect onboarding documents and track outstanding requirements.
• Coordinate orientation, training appointments, and first-assignment readiness with the responsible manager.
• Confirm that required approvals are recorded before placing a new caregiver on an assignment.
• Follow up after initial assignments and promptly elevate concerns.

Caregiver Communication and Retention

• Maintain current caregiver availability, scheduling preferences, and time-off information.
• Conduct routine check-ins and identify opportunities to offer appropriate additional hours.
• Respond professionally to caregiver questions and route payroll, personnel, or care concerns to the appropriate person.
• Document recurring attendance or reliability concerns and notify management.
• Help maintain a dependable pool of qualified backup caregivers.

Timekeeping and Payroll Preparation

• Review completed visits, missed punches, and other timekeeping exceptions.
• Obtain supporting information and route corrections through the approved process.
• Flag potential overtime and discrepancies before payroll deadlines.
• Prepare accurate timekeeping information for management or payroll review.
• Do not alter time records without supporting documentation and required approval.

Client Support and Intake Administration

• Handle routine, nonclinical service inquiries and follow-up.
• Collect basic intake information and route prospective clients to the responsible manager or sales contact.
• Document service concerns and communicate them promptly to the appropriate person.
• Maintain professional, respectful communication with clients and families.
• Refer care-plan changes, clinical questions, complaints requiring management action, and safety concerns to authorized personnel.

Billing Preparation and Reporting

• Reconcile approved visit hours with billing preparation records.
• Identify missing information and discrepancies before invoice preparation.
• Maintain accurate scheduling, staffing, and follow-up records.
• Provide a concise weekly update on coverage, recruiting, onboarding, timekeeping exceptions, and unresolved issues.
• Protect client and employee information and use only approved systems and communication methods.

Performance Expectations

• Review the next 48 hours of service each workday and identify unresolved coverage needs…