Scheduler, Administrative​/Clerical

Job Title:
Scheduler

Status: Full-Time
On-Call Requirement: Yes – included in rotating on-call schedule

Position Summary

The Scheduler at All Embracing Home Care (AEHC) is responsible for coordinating and maintaining staff schedules to ensure consistent, high-quality services for individuals receiving supports in Aging and Developmental Disabilities programs. This position plays a critical role in ensuring coverage, responding to call-ins, supporting Care Managers, and participating in an on-call rotation to address after-hours scheduling and staffing needs.

Essential Duties and Responsibilities Scheduling & Coverage

• Create, maintain, and update staff schedules in accordance with individual service plans, authorizations, and staffing ratios.
• Ensure appropriate coverage for all shifts, including residential, in-home, and community-based services.
• Coordinate shift replacements and fill open shifts using approved staffing procedures.
• Communicate schedule changes clearly and professionally to Care Managers and leadership.

On-Call Responsibilities

• Participate in a rotating on-call schedule, including evenings, weekends, and holidays as assigned.
• Respond to after-hours calls related to staffing shortages, emergencies, and urgent scheduling concerns.
• Follow AEHC on-call protocols and escalation procedures.
• Document on-call incidents and actions taken, and communicate follow-up needs to leadership.

Communication & Coordination

• Maintain professional and timely communication with Care Managers, Program Coordinators, and leadership.
• Collaborate with supervisors to anticipate staffing needs and minimize service disruptions.
• Notify leadership of recurring scheduling challenges or staffing concerns.

Compliance & Documentation

• Ensure scheduling practices align with AEHC policies, state regulations, and payer requirements.
• Maintain accurate scheduling records and documentation.
• Protect confidential employee and individual information in compliance with HIPAA and agency standards.

Administrative Support

• Assist with tracking attendance, overtime, and availability as needed.
• Support onboarding by coordinating initial schedules for new hires.
• Perform other related duties as assigned to support agency operations.

Qualifications Required

• High school diploma or equivalent.
• Strong organizational and time-management skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Reliable phone access and availability for on-call rotation.
• Strong communication and problem-solving skills.
• Basic computer proficiency and ability to learn scheduling software.

Preferred

• Experience in home care, healthcare, human services, or scheduling.
• Familiarity with Aging and/or Developmental Disabilities services.
• Knowledge of state service requirements and staffing expectations.

Knowledge, Skills, and Abilities

• Ability to remain calm and professional during urgent or stressful situations.
• Strong attention to detail and accuracy.
• Ability to work independently and make sound decisions within established guidelines.
• Dependable, flexible, and responsive.

Work Environment

• Office Setting
• On-call responsibilities as assigned.
• Requires availability during assigned on-call rotation times.

Physical & Mental Demands

• Ability to sit, stand, and use office equipment for extended periods.
• Ability to respond to after-hours calls and manage urgent staffing needs.

Benefits Available

• Medical
• Dental
• Vision
• Hospital
• Critical Illness
• Accidental
• Life Insurance
• Simple IRA

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