Scheduling Coordinator

SUMMARY

The Scheduling Coordinator is responsible for coordinating staffing schedules, supporting recruitment
activities, maintaining staffing coverage, and assisting with workforce communication and engagement.
This position plays a critical role in ensuring participants receive uninterrupted services by proactively managing staffing needs and responding quickly to schedule changes.
The Scheduling Coordinator must be highly organized, adaptable, and able to thrive in a fast-paced environment where priorities and staffing needs may change frequently. This position works closely with
leadership and direct support staff to ensure staffing needs are met while maintaining positive employee relationships and supporting operational effectiveness.

PERFORMANCE RESPONSIBILITIES AND STANDARDS

• Create, maintain, and adjust employee schedules to ensure adequate staffing coverage and participant support.
• Monitor staffing levels and proactively address open shifts, call-outs, scheduling conflicts, and other coverage needs.
• Coordinate staffing coverage for vacations, leaves of absence, training, and unexpected absences.
• Communicate scheduling changes, staffing needs, and coverage concerns promptly and professionally with employees and management.
• Maintain accurate scheduling records, staffing information, and related documentation.
• Assist leadership in monitoring staffing trends and identifying current and future staffing needs.
• Provide ongoing communication and support to employees regarding schedules, staffing needs, and operational updates.
• Respond to employee scheduling questions and concerns in a timely and professional manner.
• Develop and maintain positive working relationships with employees, House Managers, Residential Coordinators, and leadership.
• Assist with recruitment activities, including candidate outreach, interview scheduling, applicant communication, and follow-up.
• Support onboarding activities and coordinate new employee orientation schedules as needed.
• Maintain communication with applicants throughout the hiring and onboarding process.
• Assist with employee engagement, workforce development, and retention initiatives.
• Maintain accurate staffing reports, scheduling records, and employee-related documentation.
• Utilize scheduling, payroll, HRIS, training, and other systems as assigned.
• Assist with data entry and maintenance of employee information.
• Maintain confidentiality of employee, participant, and organizational information.
• Assist with office operations, administrative projects, and special projects as requested.
• Demonstrate professionalism, flexibility, dependability, and a positive attitude.
• Adapt effectively to changing priorities, staffing demands, and operational needs.
• Perform additional duties and responsibilities as assigned by management.

QUALIFICATIONS

• Must be at least eighteen (18) years of age.
• High school diploma, GED, or demonstrated ability to provide services according to an individualized plan of service.
• Ability to communicate effectively and professionally with participants, families, staff, and community members.
• Ability to read, write, and communicate effectively in English.
• Ability to follow written and verbal instructions.
• Ability to work independently and as part of a team.
• Ability to safely lift, transfer, and assist participants as required, including lifting up to fifty (50) pounds.
• Basic computer and documentation skills preferred.
• Must have an active driver’s license and be able to transport clients.
  

LICENSING REQUIREMENTS

• Current CPR and First Aid certification.
• Successfully complete criminal history and background checks in accordance with IDAPA 16.05.06 and agency policy.
• Free from communicable diseases as required by applicable regulations.
• Completion of Assistance with Medications training approved by the Idaho State Board of Nursing or other Department-approved training, when medication assistance is required.
• Complete Department-approved traumatic brain injury training as required.
• Maintain any certifications or licensure required to perform assigned duties.
• Valid driver’s license, reliable transportation, and minimum automobile liability insurance coverage of 100/300 if transporting participants.
  

ONGOING ELIGIBILITY QUALIFICATIONS

• Maintain compliance with all required training and certifications.
• Successfully complete background rechecks as required by agency policy.
• Maintain an acceptable driving record in accordance with agency policy.
• Maintain reliable transportation and current automobile insurance if driving is required.
  

PHYSICAL REQUIREMENTS
● Prolonged periods of sitting and working on a computer.
● Ability to review financial records and documentation with attention to detail.
● Ability to occasionally lift up to fifteen (15) pounds