Operations Scheduling Specialist

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BMT Corporate Admin Regular Full-time Windsor Mill, MD, US

6 days ago Requisition

Salary Range: $26.44 To $31.25 Hourly

The Operations Scheduling Specialist is responsible for the development, maintenance, and administration of employee schedules for Maryland field personnel, including Nurses, Paramedics, Emergency Medical Technicians (EMTs), and Emergency Vehicle Operators (EVOs). This position plays a critical role in ensuring adequate staffing levels, operational readiness, and uninterrupted service delivery across all divisions.

The Operations Scheduling Specialist is expected to proactively manage workforce schedules to ensure operational readiness and staffing stability. The Scheduling Specialist must maintain accurate and current schedules, communicate changes timely, respond effectively to staffing shortages, and support organizational staffing objectives. The Scheduling Specialist is expected to anticipate future staffing challenges, identify schedule vulnerabilities before they impact operations, and implement appropriate corrective actions.

When staffing requirements cannot be met through routine scheduling activities, the Scheduling Specialist will promptly elevate concerns to the EMS Scheduling Manager or designated operational leadership. The Operations Scheduling Specialist serves as the primary point of contact for scheduling-related matters, including employee availability, shift assignments, schedule modifications, time-off requests, and staffing shortages. Success in this role requires exceptional organizational skills, strong attention to detail, effective communication, sound judgment, and the ability to respond quickly and appropriately to changing workforce demands.

Employee Scheduling and Staffing Management

• Creating and maintaining staffing schedules that effectively balance operational needs, employee availability, and organizational staffing requirements.
• Develop and maintain rotational schedules for full-time employees to establish the foundation for all workforce scheduling.
• Collect and manage availability from part-time and PRN personnel while maximizing staffing coverage and employee scheduling opportunities.
• Prioritize the filling of mandatory, critical-coverage, overnight, weekend, Dedicated Ambulances Service (DAS), and other hard-to-fill shifts before assigning discretionary overtime opportunities.
• Review, approve, or deny vacation and scheduled sick leave requests within two business days, in accordance with company policy.
• Maintain schedules at least four (4) weeks in advance to provide employees with stability and predictability.
• Facilitate and approve shift trades requiring administrative review or leadership intervention.
• Communicate schedule assignments, updates, and changes promptly to employees and leadership, particularly when changes impact shifts occurring within the next 28 days.
• Collaborate with Operations leadership to address same-day and next-day staffing shortages resulting from call-outs, absences, or operational changes.
• Escalate unresolved staffing concerns, scheduling conflicts, or anticipated shortages to the appropriate leadership personnel as soon as they are identified.
• Coordinate with Educational Services leadership to schedule employee orientation, field training officer (FTO) ride time, mentoring assignments, and clearance requirements for newly hired personnel.
• Integrate newly cleared employees into open schedule vacancies and transition them into permanent schedule assignments.
• Coordinate staffing for special events after…