Scheduling Coordinator

Description

The Scheduling Coordinator is responsible for leading the development, implementation, and ongoing management of a centralized electronic scheduling program across multiple

Community-Based Living homes and service locations. This position will establish standardized scheduling practices, transition manual scheduling processes into an electronic workforce management system, and ensure adequate staffing coverage to support quality services and regulatory compliance.

The Scheduling Coordinator serves as the organization’s subject matter expert for scheduling operations and workforce deployment. This role works closely with program leadership, residential managers, supervisors, float staff, PRN employees, and agency staffing partners to optimize staffing resources, reduce overtime, improve schedule visibility, and maintain appropriate staffing levels throughout the organization .

• Lead the implementation and rollout of an electronic scheduling system across all Community Living homes and service locations.
• Assess current scheduling practices and develop standardized scheduling procedures.
• Build and maintain scheduling templates that accurately reflect staffing requirements for individual homes and programs.
• Develop policies, workflows, and best practices related to electronic scheduling.
• Create and maintain reporting tools to monitor staffing trends, vacancies, overtime, and scheduling compliance.
• Ensure all schedules are entered, maintained, and updated within the designated scheduling platform.

• Serve as the primary administrator for the electronic scheduling system.
• Develop training materials, user guides, and standard operating procedures.
• Train managers, supervisors, and employees on scheduling system functionality and expectations.
• Provide ongoing support and troubleshooting for scheduling-related issues.
• Monitor system utilization and identify opportunities for process improvement.
• Collaborate with Human Resources and Operations leadership regarding workforce management initiatives.

• Coordinate staffing coverage across multiple residential and community-based locations.
• Manage open shifts, vacancies, call-offs, and staffing shortages.
• Ensure schedules align with staffing requirements, budget considerations, and regulatory standards.
• Monitor staffing patterns and make recommendations to improve efficiency and coverage.
• Work with operational leadership to proactively address workforce gaps.

• Oversee the organization’s Float Pool and PRN staffing programs.
• Develop strategies to maximize utilization of float and PRN staff.
• Maintain accurate availability and assignment records for float and PRN employees.
• Coordinate deployment of floaters to address staffing shortages and operational needs.
• Evaluate utilization data and recommend adjustments to staffing resources.

• Serve as the primary point of contact for agency staffing providers.
• Coordinate agency scheduling and placement needs.
• Manage agency staff assignments within the electronic scheduling system.
• Monitor agency utilization and identify opportunities to reduce agency reliance through internal staffing solutions.
• Ensure agency staff schedules are accurately documented and communicated to site leadership.
• Track agency staffing expenditures and utilization trends.

• Partner with Residential Directors, Program Managers, House Managers, and Human Resources to ensure staffing needs are met.
• Participate in operational meetings and workforce planning initiatives.
• Provide staffing reports and workforce analytics to leadership.
• Support organizational efforts to improve employee retention and workforce stability.
• Assist with special projects related to workforce management and operational effectiveness.

• Health (UPMC), Dental and Vision Insurances (1st of the month following 30 days from start date)
• Healthcare Flexible Spending Account (HSA)
• 403b – Traditional and Roth with Company Match
• Tuition Reimbursement (for core positions)
• Competitive PTO Plan
• 8 Paid Holidays
• Incentive in lieu of…