Scheduler and Coordinator

Company: Sulukeyat Learning Difficulties Center
Location: Al Barsha, Dubai, UAE
Employment Type: Full-Time
Work Arrangement: Hybrid - 90% Remote

About Us

Sulukeyat Learning Difficulties Center is a specialized center in Dubai providing evidence-based services and support to children with learning difficulties and special educational needs. We work closely with families, schools, and a multidisciplinary team of professionals to ensure consistent, well-coordinated services for our learners.

We are looking for a highly organized, proactive, responsible, and detail-oriented Scheduler & Coordinator to manage daily scheduling operations and ensure smooth coordination between therapists, Learning Support Assistants (LSAs), families, schools, and internal departments.

The successful candidate must be able to manage multiple responsibilities, work independently, follow instructions accurately, make appropriate decisions, and maintain effective communication across the organization.

Key Responsibilities

1. Scheduling & Staff Allocation

• Prepare, manage, and maintain daily and weekly schedules for therapists, Learning Support Assistants (LSAs), and other service providers.
• Coordinate staff allocation based on learner requirements, staff availability, qualifications, and service needs.
• Arrange new learner assignments, staff replacements, schedule adjustments, and handovers.
• Monitor staff attendance, cancellations, absences, and schedule changes.
• Ensure schedules are updated accurately and communicated to all relevant parties.
• Identify scheduling conflicts and resolve them promptly.
• Ensure continuity of services by arranging appropriate coverage when required.

2. Daily Operations & Coordination

• Oversee daily scheduling operations to ensure smooth and efficient service delivery.
• Coordinate between Clinical, Admissions, Administration, HR, and other relevant departments.
• Follow up on pending scheduling matters and ensure timely completion of assigned tasks.
• Support the coordination of new learner placements and staff transitions.
• Maintain accurate scheduling records, trackers, and operational documentation.
• Identify operational challenges and escalate urgent matters to the appropriate department or management.
• Follow established procedures and ensure that operational instructions are implemented correctly.

3. Communication & Follow-up

• Communicate professionally with therapists, LSAs, schools, and parents regarding approved scheduling arrangements.
• Manage scheduling-related emails and inquiries in a timely and professional manner.
• Ensure all schedule changes, cancellations, and replacements are properly documented.
• Follow established communication channels and internal procedures.
• Maintain professional relationships while respecting organizational boundaries and responsibilities.
• Ensure proper follow-up and closure of pending matters without requiring repeated reminders.

4. Reporting & Documentation

• Prepare daily and weekly scheduling reports.
• Track staff availability, utilization, absences, cancellations, and learner coverage.
• Maintain accurate records using the center's scheduling and management systems.
• Update CRM platforms and scheduling applications as required.
• Identify recurring scheduling issues and suggest practical improvements.
• Ensure information is accurate, organized, and accessible to authorized team members.

Qualifications & Experience

• Bachelor's degree or relevant qualification in Business Administration, Management, Healthcare Administration, or a related field is preferred.
• Minimum 2 years of experience in scheduling, operations coordination, workforce planning, or a similar position.
• Previous experience in a healthcare, educational, school, clinic, or special needs center is an advantage.
• Experience using CRM platforms, scheduling applications, databases, and digital management systems.
• Good command of Microsoft Office, particularly Excel, Word, and Outlook.
• Excellent written and verbal communication skills in English.
• Ability to manage multiple schedules, changing priorities, and urgent requests without compromising accuracy.

Key Skills & Personal Competencies

We are looking for someone who demonstrates the following qualities:

• Multitasking: Ability to manage multiple schedules, tasks, communications, and priorities simultaneously while maintaining accuracy and efficiency.
• Decision-Making: Capable of making sound and practical decisions within assigned responsibilities and knowing when to escalate matters to management.
• Independent Working: Able to work independently, take initiative, and manage daily responsibilities without constant supervision.
• Following Instructions: Attentive to instructions, internal policies, procedures, and management directions, with the ability to implement them accurately and consistently.
• CRM & Scheduling Systems: Comfortable using CRM platforms, scheduling applications, databases, and digital management systems. Previous experience with Classcard is a strong advantage.
• Fast Learner: Able to quickly understand new systems, procedures, and the operational requirements of a special needs center.
• Calm Under Pressure: Able to remain composed, professional, and solution-oriented when dealing with urgent changes, unexpected situations, and demanding workloads.
• Team Player: Cooperative and supportive, with the ability to coordinate effectively across different departments and professional teams.
• Organization & Time Management: Highly organized, structured, and attentive to details, deadlines, and follow-ups.
• Punctuality & Reliability: Consistently punctual, dependable, and committed to completing responsibilities on time.
• Loyalty & Professionalism: Demonstrates commitment, discretion, confidentiality, integrity, and respect for the organization's policies and values.
• Accountability: Takes ownership of assigned responsibilities, follows through on commitments, and ensures tasks are completed without unnecessary delays.

Important Expectations

The successful candidate is expected to take ownership of the scheduling function and ensure that daily operations run smoothly and efficiently.

We are looking for someone who understands the difference between working independently and acting without authorization: someone who can take initiative, exercise good judgment, follow instructions, respect management decisions, and escalate matters appropriately.

The ability to maintain accuracy, consistency, confidentiality, and professional communication while managing a demanding and frequently changing schedule is essential.

What We Offer

• An opportunity to work in a specialized educational and therapeutic environment.
• A collaborative and multidisciplinary working environment.
• Professional development and opportunities to grow within the organization.

How to Apply

Interested candidates are invited to submit their updated CV, highlighting their relevant scheduling, coordination, administrative, and CRM experience.

Feel free to fill in the screening sheet below:

https://docs.google.com/forms/d/e/1FAIpQLSfi\_SOMokzHhmPPJ0DOblYFs2Uqa6XqvC\_lnJXrMC5o8SDvtw/viewform

Work Location: Hybrid remote in Dubai (Dubai)