Scheduler Care Coordinator

Position Summary

Amada Senior Care – Northern Illinois is seeking an experienced Home Care Scheduler & Care Coordinator to play a critical role in the day-to-day operation of our home care agency. This position is responsible for maintaining reliable client coverage, coordinating caregiver schedules, responding quickly to call-offs and open shifts, supporting clients and families, and helping ensure an exceptional care experience.

This is not an entry-level scheduling position. The ideal candidate understands the unique demands of non-medical home care and knows that effective scheduling requires more than filling shifts. Success in this role requires balancing client care needs, caregiver skills and availability, geography, continuity of care, family expectations, and changing circumstances—often on short notice.

Essential Responsibilities

• Manage and maintain accurate caregiver schedules and client coverage.
• Match caregivers with clients based on care needs, skills, experience, personality, availability, location, and continuity of care.
• Monitor scheduled shifts and proactively identify potential coverage problems before they affect the client.
• Respond promptly and professionally to caregiver call-offs, late arrivals, schedule changes, open shifts, and urgent coverage needs.
• Work diligently to secure replacement coverage and communicate changes to all appropriate parties.
• Communicate professionally with clients, families, caregivers, and office leadership regarding schedules, service changes, and care concerns.
• Build positive working relationships with clients and caregivers while maintaining appropriate accountability and professional boundaries.
• Support caregiver engagement, reliability, retention, and overall satisfaction.
• Coordinate changes in client needs, caregiver availability, service hours, and care schedules.
• Maintain complete and accurate client, caregiver, scheduling, and communication records in the agency's scheduling/operations system.
• Follow established policies and procedures related to scheduling, documentation, escalation, client safety, and service continuity.
• Assist with new client inquiries and intake coordination when needed, ensuring inquiries are handled promptly and professionally.
• Escalate client care concerns, missed shifts, safety concerns, complaints, and other urgent matters to the appropriate member of leadership.
• Participate in after-hours or on-call responsibilities when assigned, including timely response to calls and urgent staffing needs.
• Work collaboratively with the care, recruiting, intake, and leadership teams to support smooth agency operations.
• Protect confidential client and employee information and maintain compliance with applicable policies and regulations.
• Track onboarding progress and follow up on outstanding requirements so new caregivers can become active and available for scheduling in a timely manner.
• Partner with leadership to ensure new caregivers understand agency policies, procedures, expectations, client-care standards, attendance requirements, and professional conduct.
• Ensure new caregivers are properly onboarded into scheduling, communication, documentation, and agency systems before being assigned to client shifts.
• Coordinate caregiver onboarding activities, including collection and review of required employment documentation, completion of onboarding steps, orientation scheduling, and coordination of required training.
• Assist with recruiting and maintaining a strong pipeline of qualified caregivers to support current and anticipated client staffing needs.
• Support caregiver recruiting efforts, including posting/opening positions, reviewing applicants, conducting initial phone screens, scheduling interviews, and maintaining timely candidate communication.
• Perform other related duties as assigned to support the success of the agency and the clients we serve.

Qualifications & Experience

• Minimum 2 years of direct experience in non-medical home care, home health, senior care, care coordination, client services, scheduling, or a closely related field or Bachelors Degree
• Demonstrated understanding of caregiver scheduling, client-caregiver matching, call-offs, continuity of care, and changing client needs.
• Experience working in a fast-paced home care or senior-care environment strongly preferred.
• Strong organizational and time-management skills with exceptional attention to detail.
• Excellent verbal and written communication skills.
• Strong customer-service and relationship-building skills.
• Ability to remain calm, professional, and solution-focused when schedules change unexpectedly.
• Ability to prioritize multiple competing needs and make sound decisions quickly.
• Comfortable having direct, respectful, and professional conversations with caregivers and families.
• Proactive problem-solver who takes ownership rather than waiting for others to resolve an issue.
• Comfortable learning and consistently using scheduling, communication, and documentation software.
• Ability to maintain confidentiality and exercise sound judgment.
• Genuine compassion for older adults, families, and professional caregivers.
• Caregiver Recruiting & Candidate Screening
• New Hire Onboarding & Orientation Coordination Core Competencies
• Caregiver Scheduling & Coverage Management
• Client & Family Communication
• Care Coordination
• Problem Solving & Critical Thinking
• Customer Service
• Organization & Attention to Detail
• Conflict Resolution & Accountability
• Time Management & Prioritization
• Team Collaboration
• Professionalism, Compassion & Confidentiality

What Success Looks Like

The successful candidate helps ensure that clients receive dependable, consistent care and that caregivers have the communication and support they need to succeed. They anticipate problems, respond quickly when unexpected situations occur, keep schedules accurate, communicate clearly, and follow through on commitments.

In home care, a schedule is more than a schedule. Behind every shift is a client who is counting on us, a family who needs confidence in their loved one's care, and a caregiver who needs clear expectations and support. This role is central to making that experience reliable and exceptional.

Physical & Work Requirements

• Ability to work in an office-based environment and remain at a workstation for extended periods.
• Ability to communicate by telephone, email, text, and other business communication platforms throughout the workday.
• Ability to manage periods of high activity and urgent staffing needs while maintaining professionalism.
• Regular, reliable attendance and punctuality are essential.

Compensation & Benefits

• Compensation will be determined based on experience and qualifications. Amada Senior Care – Northern Illinois offers competitive compensation and may provide benefits and incentive opportunities based on position and eligibility.
• 401(k) opportunities, as applicable
• Paid time off, as applicable
• Employee referral opportunities
• Additional bonus/incentive potential, as applicable

Department: Operations / Care Coordination

Reports To: Director of Operations

Employment Type: Full-Time

Work Location: In Person – Grayslake Illinois

Pay: $20.00 - $24.00 per hour

Expected hours: 40.0 per week

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Paid time off
• Professional development assistance
• Referral program
• Vision insurance

Experience:

• Home care: 2 years (Preferred)
• Scheduling: 2 years (Required)
• Employment Recruiting: 2 years (Preferred)

License/Certification:

• drivers license (Required)

Work Location: In person