Scheduling Assistant

Location:

Papillion, NE

Service Line:
Hillcrest Country Estates Cottages

Schedule:

Full-Time | Includes On-Call Rotation

Hillcrest Health & Living is looking for a highly organized, resourceful, and fast-moving Scheduling Assistant to join the team at Hillcrest Country Estates Cottages.

This is a fast-paced and challenging role for someone who thrives on solving problems, juggling multiple priorities, and keeping things moving when plans change quickly. Staffing needs can shift by the hour, so we are looking for someone who stays calm under pressure, thinks ahead, and is not afraid to pick up the phone and find a solution.

At Hillcrest, our mission is simple:
Inspiring people to live their best lives. As the Scheduling Assistant, you will support that mission behind the scenes by helping ensure the right team members are in the right place at the right time.

As the Scheduling Assistant, you will play a key role in keeping clinical staffing organized, responsive, and within established staffing expectations.

• Build, update, and maintain nursing schedules across multiple shifts and locations.
• Adjust schedules quickly when call-ins, openings, or changing staffing needs occur.
• Contact team members to fill open shifts and help ensure appropriate staffing coverage.
• Post and communicate schedules to nursing team members.
• Monitor staffing levels and help manage staffing within established hours-per-patient-day and budget expectations.
• Review daily and weekly staffing reports and identify potential concerns.
• Coordinate and monitor agency staffing, including scheduling, communication, validation of shifts worked, and invoice tracking.
• Maintain agency utilization and tracking information.
• Support health services invoices and ancillary billing processes.
• Assist with spend-down tracking and variance reporting.
• Support recruiting activities by reviewing applicants, contacting candidates, scheduling interviews, and helping with candidate screening.
• Make hiring recommendations in partnership with clinical leadership.
• Assist with onboarding activities, including service-line onboarding, checklist completion, and orientation mentor assignments.
• Manage deadlines related to labor tracking and required PBJ reporting.
• Support payroll processes through timeclock review and corrections for clinical team members.
• Maintain accurate records, deadlines, and documentation across scheduling and staffing processes.
• Provide clerical and administrative support to clinical leadership.
• Jump in wherever needed to help keep staffing and operations moving.

This is not a role where every day follows a predictable plan.

We are looking for someone who enjoys a challenge, can shift gears quickly, and does not get rattled when several things need attention  should be able to prioritize, make decisions, communicate clearly, and keep following through until the staffing issue is resolved.

The right candidate will be someone who is naturally proactive and understands that scheduling is part logistics, part relationship-building, and part problem-solving.

• Strong scheduling, organization, and time-management skills.
• Experience creating and managing schedules with multiple shifts and locations.
• Ability to work effectively in a fast-paced, challenging environment.
• Strong critical-thinking and problem-solving skills.
• Confidence making phone calls and communicating with team members about staffing needs.
• Ability to stay calm when call-ins or last-minute changes occur.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines at the same time.
• Strong follow-through and accountability.
• A proactive, “figure it out”…