Scheduling Specialist

The Scheduling Manager is responsible for coordinating, maintaining, and monitoring staff schedules to ensure adequate and appropriate staffing across Orange Grove Centers' programs and services. This position plays a critical role in maintaining continuity of services, meeting staffing requirements, minimizing overtime, and ensuring efficient use of the workforce.

The Scheduling Manager works closely with supervisors, program leadership, Human Resources, and employees to address staffing needs, coordinate coverage, maintain accurate scheduling information, and respond to call-offs, vacancies, and other staffing changes.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Develop, maintain, and monitor staff schedules to ensure appropriate coverage across assigned programs and locations.

• Ensure schedules meet required staffing ratios and applicable state, federal, regulatory, and organizational requirements.

• Maintain working knowledge of the individuals served and program needs to help ensure appropriate staffing assignments.

• Coordinate coverage for call-offs, absences, vacancies, emergencies, and unexpected staffing needs.

• Monitor employee availability, assignments, attendance, tardiness, and call-offs.

• Communicate schedule changes promptly to employees, supervisors, and other appropriate personnel.

• Maintain accurate employee schedules, availability, assignments, and staffing information within scheduling systems.

• Monitor staffing levels and identify potential coverage issues before they impact services.

• Work to minimize unnecessary overtime while maintaining required staffing levels and service needs.

• Collaborate with supervisors and Human Resources regarding attendance concerns, staffing shortages, scheduling issues, and workforce trends.

• Assist with workforce planning by identifying recurring staffing shortages, scheduling challenges, and coverage trends.

• Assist with onboarding new employees by coordinating initial schedules and integrating new hires into appropriate programs and shifts.

• Maintain accurate scheduling records and prepare staffing reports as requested.

• Provide timely communication and professional customer service to employees and supervisors regarding scheduling matters.

• Maintain confidentiality of employee and individual-served information.

• Be available to work a flexible schedule and respond to staffing needs outside of normal business hours, as required.

• Perform other duties as assigned.

• High school diploma or GED required; some college coursework or bachelor's degree in Human Resources, Business Administration, Healthcare Administration, Workforce Development, or a related field preferred.

• Experience with employee scheduling and/or staffing software preferred.

• Strong computer skills, including proficiency with spreadsheets, scheduling systems, and tracking databases.

• Strong organizational and time-management skills.

• Ability to manage multiple priorities and respond effectively to changing staffing needs.

• Strong communication and problem-solving skills.

• Ability to work effectively with employees, supervisors, Human Resources, and organizational leadership.

• Ability to maintain confidentiality and handle sensitive information appropriately.

• Knowledge of staffing requirements and compliance standards applicable to the organization's programs preferred.