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Scheduling Coordinator Jobs in Santa Rosa, CA (NOW HIRING)

WOW! Smiles

Scheduling Coordinator

Santa Rosa, CA · On-site

$21/hr

Scheduling Coordinator: You are responsible for scheduling of appointments, collection of payments, following up on missed appointments, answering phone calls, handling patient questions and concerns.

Allied OMS LLC

Patient Care Coordinator

Napa, CA · On-site

$19.75 - $26/hr

Scheduling & Coordination · Schedule, confirm, and manage patient appointments to ensure efficient provider schedules. · Coordinate follow-up appointments and rescheduling as needed. · Communicate ...

Osmosis Day Spa Sanctuary

Spa Coordinator

Occidental, CA · On-site

$18.75 - $22.25/hr

The Spa Coordinator is responsible for scheduling services, answering guest questions, coordinating treatment schedules, processing transactions, supporting retail sales, and maintaining a calm ...

COMPASSUS

Physical Therapy Assistant

Santa Rosa, CA · On-site

$30.50 - $40.50/hr

Communicates schedule and work plan to scheduling coordinator, supervisor and other team members as appropriate. Organizes and coordinates transfer of client information when additional complementary ...

FC Compassus LLC

Physical Therapy Assistant

Santa Rosa, CA · On-site

$30.50 - $40.50/hr

... schedules home visits coordinating with other team members as needed to maximize effectiveness of overall care plan. • Organizes weekly schedule to attend required meetings within schedule of ...

COMPASSUS

Physical Therapy Assistant

Petaluma, CA

$32.25 - $42.75/hr

Communicates schedule and work plan to scheduling coordinator, supervisor and other team members as appropriate. Organizes and coordinates transfer of client information when additional complementary ...

City of Calistoga

Recreation Coordinator

Calistoga, CA · On-site

$31.57 - $38.01/hr

Coordinates scheduling and use of recreation facilities and athletic fields for city programs, public rentals, and community groups. * Builds and maintains relationships with the school district ...

Vital Energy

Sales Coordinator

Sebastopol, CA · On-site

$24 - $27/hr

SALES COORDINATOR Vital Energy is seeking a highly organized, customer-focused Sales Coordinator to ... Schedule consultations, site surveys, proposal reviews, and follow-up appointments. * Maintain ...

Vital Energy

Sales Coordinator

Sebastopol, CA · On-site

$20.75 - $28.50/hr

SALES COORDINATOR Vital Energy is seeking a highly organized, customer-focused Sales Coordinator to ... Schedule consultations, site surveys, proposal reviews, and follow-up appointments. * Maintain ...

Vital Energy

Sales Coordinator

Sebastopol, CA · On-site

$20.75 - $28.50/hr

SALES COORDINATOR Vital Energy is seeking a highly organized, customer-focused Sales Coordinator to ... Schedule consultations, site surveys, proposal reviews, and follow-up appointments. * Maintain ...

The Republic of Tea

Office Coordinator

Sebastopol, CA · On-site

$20 - $26.50/hr

As our Office Coordinator, you will be at the center of the day-to-day activity at the winery ... Coordinate meetings, visitor schedules, employee lunches, and special events, ensuring all details ...

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All JobsScheduling JobsScheduling Coordinator JobsScheduling Coordinator Jobs in Santa Rosa, CA

Scheduling Coordinator information

See Santa Rosa, CA salary details

$14

$21

$32

How much do scheduling coordinator jobs pay per hour?

As of Aug 19, 2026, the average hourly pay for scheduling coordinator in Santa Rosa, CA is $21.94, according to ZipRecruiter salary data. Most workers in this role earn between $18.65 and $23.65 per hour, depending on experience, location, and employer.

What is a scheduling coordinator?

A scheduling coordinator makes appointments and performs other administrative duties. In a medical office, a coordinator may also register new patients or reserve meeting rooms. Education qualifications for this career are a high school diploma, although some employers may require an associate’s or bachelor’s degree. You need communication skills and experience with general office duties to excel in this job.

What does a scheduling coordinator do?

A Scheduling Coordinator is responsible for organizing and managing calendars, appointments, and schedules for individuals or teams within an organization. They coordinate meetings, handle rescheduling requests, communicate with staff and clients, and ensure that all scheduling details are accurate and up to date. Their role is essential for maintaining smooth operations and ensuring that everyone is informed about upcoming commitments and changes.

What are the key skills and qualifications needed to thrive as a scheduling coordinator, and why are they important?

To thrive as a Scheduling Coordinator, you need strong organizational skills, attention to detail, and experience with scheduling or administrative tasks, often supported by a high school diploma or associate degree. Familiarity with scheduling software (such as Microsoft Outlook, Google Calendar, or industry-specific tools) and office systems is typically required. Excellent communication, problem-solving, and multitasking abilities help you effectively coordinate between teams and manage last-minute changes. These skills ensure efficient operations, minimize conflicts, and support smooth workflow in busy environments.

What are some common challenges a scheduling coordinator faces, and how can they be addressed?

Scheduling Coordinators often encounter challenges such as last-minute changes, conflicting appointments, and balancing the needs of multiple stakeholders. Effective communication and strong organizational skills are key to managing these situations. Utilizing scheduling software, maintaining up-to-date calendars, and proactively confirming appointments can help minimize disruptions. Building good relationships with team members and having clear protocols in place also make it easier to resolve conflicts and adapt to changes efficiently.

What is the difference between Scheduling Coordinator vs Office Assistant?

AspectScheduling CoordinatorOffice Assistant
Primary RoleManage appointment scheduling, coordinate calendars, and ensure timely service deliveryPerform administrative tasks like filing, data entry, and general office support
Required SkillsOrganizational skills, communication, familiarity with scheduling softwareAdministrative skills, multitasking, basic computer proficiency
Work EnvironmentHealthcare, corporate, or service industries with client appointmentsOffice settings across various industries
CertificationsOften not required, but certifications in office administration or healthcare scheduling can helpTypically not required

While both roles involve administrative tasks, a Scheduling Coordinator primarily focuses on managing appointments and coordinating schedules within specific industries like healthcare or corporate services. An Office Assistant handles broader administrative duties in general office environments. The Scheduling Coordinator role requires more specialized scheduling skills, whereas the Office Assistant provides general support across various office functions.

How much do scheduling coordinators make in the US?

Scheduling coordinators in the US typically earn a median annual salary of around $40,000 to $50,000, depending on experience, industry, and location. Entry-level positions may start lower, while experienced coordinators or those in specialized fields can earn higher wages. The role often requires strong organizational skills and familiarity with scheduling software.

Is a scheduling coordinator a stressful job?

A scheduling coordinator's job can be stressful due to managing multiple appointments, deadlines, and coordinating between different parties. The role often requires strong organizational skills and the ability to handle unexpected changes, which can contribute to work-related stress.
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What cities near Santa Rosa, CA are hiring for Scheduling Coordinator jobs?

Cities near Santa Rosa, CA with the most Scheduling Coordinator job openings:

Scheduling Coordinator jobs near you
Infographic showing various Scheduling Coordinator job openings in Santa Rosa, CA as of August 2026, with employment types broken down into 1% As Needed, 75% Full Time, 19% Part Time, and 5% Contract. Highlights an 79% Physical, 1% Hybrid, and 20% Remote job distribution, with an average salary of $45,625 per year, or $21.9 per hour.

Scheduling Coordinator

WOW! Smiles

Santa Rosa, CA • On-site

$21/hr

Full-time

Re-posted 26 days ago

Job description

Description

Primary Responsibilities: Be the best part of our patient's day and offer WOW! customer service! You are responsible for

professional patient communication (in-person, via phone, and electronically) and working with

the team to ensure positive patient experiences. You are the face of Wow! Smiles and are

expected to maintain a professional appearance and demeanor. On doctor days you are

responsible for providing a positive first impression and a lasting Wow! final impression on

patients as they are arriving and leaving their appointments. You control the flow of the reception

area and are the main point of communication between the clinical, admin & sales team.



Locations: You have a home region that you are part of which includes 3-4 practices and will have a primary

location assigned where you typically work out of, however you will be asked to assist in-person

at other locations as needed.



Scheduling Coordinator: You are responsible for scheduling of appointments, collection of payments, following up on

missed appointments, answering phone calls, handling patient questions and concerns.


Duties:

  •  Open and close office according to office protocol
  •  Answer phone calls with professionalism following office protocols
  •  Verify and update demographic information
  •  Greet and welcome patients and visitors to practice
  •  Interact and have conversations with patients
  •  Set patient expectations if they have arrived early/late or we are not running on time
  •  Be aware of all patients in reception area and get updates if a patient is waiting for more than 10 minutes past their appointment time
  •  Review supplies for reception and provide order to manager
  •  Assist at check in with whatever needs they have (account, health history, HIPPA, new patient paperwork, etc.) and check in on the
    locator bar
  •  Ensure the reception area & overall office is clean and presentable to patients
  •  Schedule patients following templates based on information from clinical team
  •  Manage recall system and maintain patients without appointments report
  •  Ensure patient confidentiality and following of HIPAA protocols
  •  Follow up on no show appointments after every patient day
  •  Answer patient questions and concerns to the best of your ability and escalate to your manager as needed
  •  Receive and post patient payments, collect and update ACH/autopay information
  •  Prepare end of day reports and complete bank deposits
  •  Sort and distribute mail
  •  Assist the sales & marketing team with:
  •  Intake and scheduling of new patients
  •  Participating in minimum of 2 marketing events per quarter
  •  Participate in internal and external marketing initiatives
  •  Represent Wow! Smiles throughout the community
  •  Basic understanding of orthodontic treatment: when, why, & how we treat
  •  Attend and participate in company trainings, meetings, and events
  •  Work on projects as assigned, such as Past Due accounts, Care Calls, etc. and communicate with your manager if you need additional projects to work on
  •  Other duties as assigned

Physical and Environmental Requirements:

  •  Must be able to remain stationary or standing 50% of the time.
  •  May occasionally move about inside the office to direct patients or access equipment.
  •  Finger dexterity is needed to access, enter, and retrieve data using a computer keyboards, phones, photocopiers, filing cabinets and fax machines.
  •  Hearing: Must be able to communicate with patients, responsible parties, & team members to exchange accurate information in person,
    via phone, and via text /email.
  •  Exposure to moderate-loud noise levels and fast-paced, high anxiety environments.
  •  Occasionally may be required to lift up to 20 pounds to a height of 3 feet.



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