Job Details

The Scheduler is responsible for coordinating staff schedules for In-Home Care Services to ensure consistent and reliable support for individuals receiving services. This position works closely with Coordinators, Managers, and Direct Support staff to manage scheduling needs, address call-ins, and maintain accurate scheduling records. The Scheduler plays a key role in ensuring shifts are covered; leave requests are processed appropriately, and scheduling systems remain accurate and up to date.

This position is scheduled Monday through Friday from 8:00 AM to 4:00 PM and participates in a rotating on-call schedule, including holidays, to assist with staffing needs.

Key Responsibilities

Scheduling Operations

• Coordinate daily and future schedules for In-Home Care Services staff to ensure coverage for all assigned clients; including identifying additional staff to train as back up coverage in participant's home.

• Receive and manage staff scheduling calls, including call-ins, coverage needs, and scheduling adjustments.

• Review and prioritize employee leave requests in accordance with Arc of Acadiana policies and operational needs.

• Contact trained back-up staff for coverage prior to utilizing float staff when shifts become available.

• Assist with scheduling related to staff training, including new hire training and required program training schedules.

• Coordinate scheduling needs related to client appointments, including recurring medical appointments when applicable.

• Perform other related duties and support program operations as assigned by the Program Manager.

Communication and Coordination

• Communicate scheduling updates and changes to Coordinators and program leadership as needed.

• Work collaboratively with Coordinators to ensure staff assigned to clients are approved and trained as appropriate.

• Notify management when shifts cannot be covered, or when scheduling concerns arise that require escalation.

• Communicate scheduling concerns or recurring staffing challenges to the Program Manager.

Systems and Documentation

• Maintain accurate and up-to-date schedules within the agency's scheduling software.

• Ensure employee time off and schedule changes are coded correctly within scheduling systems.

• Document scheduling calls and requests, including details of the request and resolution.

• Utilize internal communication tools such as Outlook and system messaging to communicate schedule updates as appropriate.

Coverage and Escalation

• Coordinate coverage for unexpected absences or last-minute staffing needs.

• Escalate scheduling issues to management when coverage cannot be secured or when staffing concerns impact service delivery.

• Assist with troubleshooting scheduling issues and identifying potential coverage solutions.

Education and Experience

• High school diploma or GED required.

• Minimum one year of experience scheduling staff or coordinating work schedules preferred.

• Previous experience in an administrative or clerical role preferred.

• Experience using scheduling or workforce management software preferred.

Skills and Competencies

• Strong organizational and time management skills.

• Ability to prioritize multiple scheduling needs in a fast-paced environment.

• Strong communication and interpersonal skills.

• Ability to solve staffing challenges effectively.

• Proficiency in Microsoft Office (Outlook, Excel, and Word).

Benefits & Compensation

Eligible employees may participate in a comprehensive benefits package, which may include paid time off and paid holidays, bonuses and rewards and recognition programs, medical, dental, and vision insurance, short-term disability insurance, a 401(k) retirement plan, and tuition reimbursement. Benefits eligibility and details are subject to plan terms.