Scheduling & Staffing Specialist

Position Overview 

As a Scheduling & Staffing Specialist, you will be the central hub for coordinating caregiver assignments and ensuring that every reservation is filled efficiently and professionally. This role requires exceptional organizational skills, strong communication abilities, and a proactive mindset. While the primary focus is on real-time scheduling and caregiver coordination, the ideal candidate will also provide administrative and operational support during downtime. 

Job Details

• Position Type: Full-Time 
• Schedule: 7:00pm to 4:00am Monday–Friday 
• Work from home

Core Responsibilities 

• Process incoming Back-Up Care (BUC) reservations via the Bright Horizons (BH) online portal. 

• Communicate with caregivers to confirm assignments, especially for short-notice and emergency shifts. 

• Manage call-outs for BUC, On-Call Sitters, and Nanny Placements, ensuring prompt coverage. 

• Maintain active oversight of all open orders via the Jovie Scheduling Dashboard and mobile app. 

• Coordinate with BH and families regarding cancellations, rescheduling, and last-minute changes (under 48-hour notice via phone; under 18-hour notice via email or phone). 

• Audit and update scheduling records in both the BH portal and MyJovie platform for compliance and accuracy. 

• Monitor and respond to emails in a timely, professional manner across BH, families, and internal staff. 

• Use communication tools (e.g., MyJovie message center, phone, email) to maintain clarity and responsiveness. 

Secondary Responsibilities (When Scheduling Workload Permits) 

• Provide entry-level administrative and digital operations support. 

• Help organize and maintain internal tools like Google Drive, Monday.com, and more. 

• Support B2B outreach efforts and recruitment processes (e.g., reference checks). 

• Contribute to tech automation, process improvement, and market research projects. 

Qualifications

• Scheduling Expertise: Prior experience in scheduling, staffing coordination, or client services preferred. 

• Tech-Savvy: Comfortable with Google Workspace (Docs, Sheets), email tools, and web-based platforms. Willing to learn new systems. 

• Strong Communicator: Clear, professional, and responsive across written and verbal channels. 

• Highly Organized: Meticulous with details, timelines, and task follow-through. 

• Calm Under Pressure: Able to manage time-sensitive, high-stakes scheduling demands with confidence. 

• Proactive & Resourceful: Doesn’t wait to be told what to do—takes initiative and solves problems. 

• Team-Oriented with Growth Mindset: Seeks to improve processes and contribute to a growing, dynamic team. 

• Childcare Experience (Optional): Knowledge of the childcare industry or similar service industries is a plus.