Scheduling-Staffing Coordinator

We are looking for a motivated multitasker to join our small office staff in a growing home care business.   The candidate with a passion for health care/elder care and experience working in a home health agency environment is idea.  The candidate should also have excellent office and computer skills, background and direct experience in home care scheduling is a desired

The Scheduling/Staffing Coordinator is responsible for maintaining the pool of eligible caregivers from advertising and recruiting operations.  This position performs various office management functions for the agency, including such tasks as organizing files, communicating with staff and clients and supporting the marketing and outreach efforts of the Director of Marketing and Director of Client Services.   The key element of this role is completing the schedule in a timely manner at least two (2) weeks in advance.  Employee will also be capable of  managing performance discussions with caregivers as it relates to their schedule (ie, lateness, no shows and opportunities for shifts)

MINIMUM QUALIFICATIONS:

• High school graduate, some college or Bachelors degree highly desirable
• Friendly and patient demeanor
• Ability to multitask in a face paced growing small business environment
• Two years of related experience; knowledge of scheduling in home health care is highly preferred
• Experience with Wellsky Personal Care Management (formerly ClearCare) highly preferred
• Must possess excellent written and verbal communication skills, telephone etiquette, and be able to interact effectively with persons from diverse backgrounds with a strong customer service orientation
• Must possess exceptional organizational skills and follow-through and be comfortable utilizing various technologies and computer programs
• Able to exercise initiative, problem solve and apply sound judgment
• Able to work under pressure and manage multiple demands simultaneously
• Must present a positive and professional business image
• Must be willing to submit to a background check

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Exceptional customer service skills/mindset
• Managing incoming phone calls to busy small office
• Monitor and manage social media and provide support for marketing events, community outreach and recruiting new caregivers
• Support staff meetings, with notes and pre-meeting preparation
• Wellsky Personal Care Management software (formerly ClearCare) experience is preferred

• Support HR/Recruiting initiatives as needed and as part of team environment
• Create personnel files; ensure caregiver information is accurately loaded into the agency’s scheduling system

Scheduling

• Schedule client shifts with eligible caregivers whose knowledge, skill and availability matches the service needs of the client.
• Communicate new assignments and/or scheduling changes to caregivers and clients.
• Maintain accurate schedules for clients within the agency’s scheduling system.
• Maintain accurate contact information and availability for caregivers within the agency’s scheduling system.
• Document events within the agency’s scheduling system.
• Regularly review completed shift logs, verifying discrepancies from originally scheduled shift hours; notify Owner/Administrative Director of any payroll or billing concerns.
• Monitor missed/late shift clock-ins and immediately contact the scheduled caregiver to confirm arrival at the client’s residence.
• Monitor caregiver scheduled hours for potential overtime; notify Owner/Administrative Director if overtime hours are needed.
• Promptly notify Owner/Administrative Director of staffing changes, scheduling issues and reported client issues.
• Serve as the agency liaison for caregivers, promoting a culture of engagement.
• Regularly communicate with eligible caregivers to confirm availability, desired hours, contact information and satisfaction with the agency, with increased focus during the first 90 days of employment.
• Conduct ongoing “Stay Interviews”.
• Ensure caregivers feel properly appreciated, supported and recognized.

PHYSICAL AND ENVIROMENTAL DEMANDS: This is a primarily sedentary position

ORGANIZATIONAL RELATIONSHIP: Reports directly to the Owner/Director of Care Services

CLASSIFICATION: Hourly wage-commensurate with experience

POSITION TYPE & EXPECTED HOURS OF WORK: This position is 30 hours per week with potential for full time employment.  This is an office-based position