Scheduling Manager

Job Description

Job Description

The opportunity

We are looking for a game changer: a driven, resourceful leader who takes ownership, brings people together, and makes things happen.

At Senior Helpers, every shift connects a caregiver with a person counting on us. As Scheduling Manager, you lead the scheduling operation and take responsibility for its results. You set priorities, solve coverage challenges, and help caregivers deliver dependable service. Your decisions make a difference to clients, families, and the team every day.

You enjoy a busy phone, a challenging puzzle, and the moment a great solution comes together. You notice what needs attention and act. When plans change, you stay calm, explore options, and follow through. You bring warmth to conversations and the confidence to set clear expectations, address problems, and keep people moving toward a solution.

Management responsibilities

• Lead scheduling operations. Set daily priorities, direct the team’s coverage efforts, clarify who owns each next step, and follow up on commitments. Be accountable for schedule completion, accuracy, and timely communication.
• Manage caregiver scheduling performance. Set clear expectations for availability, attendance, punctuality, and shift commitments. Coach caregivers on scheduling reliability, address concerns promptly, document recurring issues, and escalate performance concerns to the Director of Operations.
• Own scheduling escalations. Lead the response to difficult coverage situations and client or caregiver scheduling concerns. Make timely decisions within company guidelines, involve the Director of Operations when additional authority is needed, and follow through to resolution.
• Manage results and improve the process. Monitor open shifts, recurring call-outs, overtime, and case margins. Identify patterns, recommend improvements, and work with the Director of Operations to strengthen coverage, efficiency, and the customer experience.
• Plan for staffing needs. Partner regularly with the Director of Operations to “Hire for the Void.” Turn coverage gaps into specific recommendations for the caregiver availability, skills, and locations needed.

Daily scheduling responsibilities

• Build the right caregiver matches. Under the Director of Operations supervision and with Client Services Manager input where appropriate, select, schedule, and coordinate caregivers for new and existing clients using assessments, care plans, caregiver skills, availability, and client preferences.
• Keep coverage ahead of demand. Maintain all caregiver scheduling and ensure the company schedule for the next week is complete before leaving for the day. Respond urgently to conflicts, emergencies, and call-outs; pursue creative solutions and keep affected people informed.
• Deliver exceptional service. Put the customer experience first in every interaction. Listen carefully, communicate warmly and assertively, confirm next steps, and close the loop with clients, families, caregivers, and office teammates.
• Protect accuracy and profitability. Maintain the appropriate gross profit margin for each case. Audit timecards regularly to ensure worked hours match scheduled hours and investigate discrepancies.
• Keep WellSky current. Track assignment refusals, call-outs, late arrivals, early departures, and schedule changes. Share information and trends with the Director of Operations regularly, as directed.
• Support caregiver records. Assist with keeping caregiver files current, including licensing and insurance expirations in WellSky. Collect updated documents as directed and notify the Director of Operations when documents cannot be obtained.
• Participate in on-call coverage. Accept on-call duty averaging two weeks per month and as directed by the Director of Operations.

The person who will thrive here

• A proactive high performer. You take initiative, anticipate problems, and finish what you start. You bring solutions, ask for help when needed, and take responsibility for results.
• A confident people leader. You earn trust, set clear expectations, and have direct, respectful conversations when commitments are missed. You hold yourself to the standards you expect from others.
• An upbeat problem solver. You bring energy, creativity, and persistence to a demanding day. You enjoy finding a workable answer when schedules, preferences, and availability do not line up easily.
• An exceptional communicator and teammate. You listen to understand, share useful information, and collaborate without losing momentum. You stay approachable and composed while moving conversations toward decisions.

Qualifications and work environment

• Experience. At least one year in scheduling, staffing, or recruiting; professional customer-service experience; and knowledge of general healthcare staffing requirements. Demonstrated ability to take ownership, guide others, and resolve problems.
• Phone and organizational skills. Experience using multi-line phones and managing several calls with patience and professionalism. Strong verbal and written communication, client interaction, attention to detail, multitasking, and independent work skills.

This is a fast-paced, phone-intensive office role with frequent changes in priorities. Success means dependable coverage, accountable follow-through, accurate records, and clients and caregivers who know what to expect. Bring your drive and ideas, and help us raise the standard every day.