Staffing Coordinator

Staffing Coordinator

The Scheduling Coordinator is responsible for coordinating caregiver schedules to ensure uninterrupted, high-quality care for home care clients. This role serves as the primary point of contact for caregivers, clients, and internal teams regarding scheduling needs, staffing assignments, and schedule changes.

The Scheduling Coordinator works closely with the Client Services team to ensure client shifts are properly staffed, scheduling concerns are resolved promptly, and accurate documentation is maintained. This position also participates in a rotating after-hours, weekend, and holiday on-call schedule to support urgent scheduling needs outside of regular business hours.

Key Responsibilities

• Create, maintain, and adjust caregiver schedules based on client needs and caregiver availability.
• Ensure all client shifts are properly staffed and coverage needs are addressed.
• Respond to caregiver call-outs, cancellations, and urgent scheduling requests.
• Communicate schedule changes and assignments clearly with caregivers, clients, and internal staff.
• Coordinate caregiver availability, time-off requests, and shift preferences.
• Assist with new caregiver onboarding schedules and client placements.
• Maintain accurate scheduling records in WellSky Personal Care (formerly ClearCare) or other scheduling systems.
• Document schedule changes, staffing updates, and communications accurately.
• Collaborate with leadership and operations teams to support continuity of care.
• Maintain confidentiality of client and employee information in accordance with HIPAA and company policies.
• Participate in the after-hours on-call rotation as assigned.

Qualifications

• High school diploma or equivalent required.
• 1–2 years of experience in scheduling, staffing, home care, healthcare, or a related field preferred.
• Experience coordinating caregiver schedules and client assignments preferred.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong attention to detail and ability to make sound decisions under pressure.
• Proficiency with scheduling software, Microsoft Office, email, and telephone systems.
• Ability to work independently while collaborating effectively with a team.
• Bilingual English/Spanish preferred but not required.

Work Environment

• Office based in La Mesa, California
• Office hours are Monday through Friday, 8:00 AM to 5:00 PM
• Frequent communication with caregivers, clients, and internal staff in a fast-paced scheduling environment.
• Participate in the after-hours on-call rotation as assigned.

On-Call Responsibilities

• Participate in a rotating on-call schedule to provide after-hours support for staffer, clients, families, caregivers, and urgent operational needs.
• Respond promptly to client and caregiver concerns, emergencies, and service-related issues during assigned on-call periods.
• Coordinate with caregivers, clients, and internal team members to ensure continuity of care and uninterrupted service delivery.
• Document and communicate all after-hours activities, incidents, and resolutions to appropriate team members for follow-up.
• Exercise sound judgment and problem-solving skills when addressing urgent situations and escalating issues as needed.

Compensation & Benefits

• Competitive salary based on experience
• Mileage reimbursement for approved business travel
• Paid Sick Leave and "Unlimited" Paid Time Off (PTO)
• 401(k) retirement plan
• Health insurance