Respite Scheduling Specialist

Position Summary

Reporting to the Respite Manager, the Respite Scheduling Specialist plays a vital, detail-oriented role on the Respite team. This position ensures the timely and accurate coordination of respite services for caregivers, participants, and families. The Scheduling Specialist communicates clearly and compassionately, addresses scheduling concerns, resolves service-delivery issues, coordinates fill-in support as needed, and provides respectful, person-centered assistance throughout the scheduling process.

Essential Functions

• Manage the scheduling system by reviewing, approving, adjusting, or canceling appointments based on available service hours and worker availability.
• Monitor and respond to daily scheduling reports, alerts, and unscheduled appointments, including contacting respite caregivers to confirm availability and ensure appropriate and timely follow-up.
• Assist respite caregivers with technical issues, such as app navigation and password resets, with patience and clarity.
• Collaborate with families to resolve overlapping appointments or scheduling conflicts in a respectful and solution-focused manner.
• Ensure caregivers do not exceed weekly hour limits (29.5 hours for part-time TMs).
• Calculate the average weekly hours over the past six months to determine whether team members can occasionally exceed 29.5 hours in a week.
• Notify appropriate team members when caregivers exceed scheduled hours or when calendar discrepancies (e.g., red appointments) occur.
• Promote and uphold a culture of respect, inclusion, and person-centered care in all interactions and communications.
• Other duties as assigned.

Education and Experience

• Education: High school diploma or equivalent is required.
• Experience: A minimum of 2 years of administrative assistant experience is preferred.
• Software Proficiency: Familiarity with relevant software applications, including Microsoft Word, Excel, Outlook, and Adobe Acrobat.

Desired Skill

Preferred Qualification

• Bilingual proficiency in Spanish, Russian, or another language commonly used by individuals and families served by UCP is preferred.

Required Skills, Competencies, and Abilities

• Communication: Strong verbal and written communication skills with the ability to communicate effectively and professionally with individuals, families, respite workers, supervisors, and internal teams.
• Customer Service: Ability to manage difficult or sensitive situations with patience, professionalism, empathy, and a solution-focused approach.
• Organization & Attention to Detail: Ability to manage multiple priorities, maintain accurate information, meet time-sensitive deadlines, and remain detail-oriented in a frequently interrupted work environment.
• Problem-Solving: Ability to identify issues, gather and evaluate relevant information, and develop appropriate solutions in a timely manner.
• Judgment & Decision-Making: Demonstrates sound judgment and the ability to make independent decisions within established policies and procedures and seek guidance or escalate concerns when appropriate.
• Technology: Proficiency with Microsoft Office applications and the ability to learn and navigate scheduling systems and other technology.
• Collaboration: Ability to work effectively with team members and provide administrative coverage and support as needed.
• Reliability: Regular and predictable attendance.

Location

This position is located at 1300 Ethan Way, Suite 500, Sacramento, CA 95825.

Working Conditions and Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions. Working conditions in this position include performing work in an office environment with travel to locations as needed. The office environment may include constant interruptions and interactions with the public. While performing the duties of this job, the employee is regularly required to sit, talk, or hear well enough to converse on the telephone and in person.

Use of hands and fingers is required for computer keyboarding, filing, writing and answering telephones, and possess visual acuity well enough to read instructions. The employee may occasionally lift and/or move up to 35 pounds.

Please note, this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change or be added at any time per business need.