Operations Scheduler

Job Description

Job Description

Position Summary

The Care Scheduler is the logistical heart of our Seniors Helping Seniors franchise, serving as the vital link between compassionate senior caregivers and the clients who depend on them. This role is responsible for building and maintaining a seamless scheduling ecosystem — thoughtfully matching caregivers to clients based on care plan requirements, individual capabilities, personality compatibility, and geographic proximity.

The ideal candidate is a detail-oriented, people-first professional who thrives in a fast-paced environment, communicates with warmth and clarity, and takes pride in ensuring that every senior in our care receives consistent, high-quality support from a well-matched caregiver.

Key Responsibilities

Scheduling & Shift Management

•          Build, manage, and maintain daily, weekly, and monthly caregiver schedules using scheduling software

•          Match open shifts with qualified caregivers based on availability, skills, and proximity to client

•          Fill last-minute shift openings quickly and efficiently to ensure no client is left without care

•          Coordinate caregiver hours to comply with applicable labor laws and company policies

•          Proactively identify and resolve scheduling conflicts before they impact clients

Client–Caregiver Matching

•          Review individual client care plans and assess task requirements, health considerations, and preferences

•          Evaluate caregiver capabilities, experience, certifications, and personality to identify optimal pairings

•          Consider geographic location and travel time to build practical, efficient routes for caregivers

•          Foster consistent client–caregiver relationships by minimizing unnecessary staff rotations

•          Collaborate with the care coordination team when client needs change and re-matching is required

Communication & Coordination

•          Serve as the primary point of contact for caregivers regarding schedule questions, changes, and concerns

•          Communicate schedule updates, shift changes, and client information to caregivers in a timely manner

•          Notify clients and/or their family contacts of caregiver assignments and any changes to their schedule

•          Coordinate with supervisors and care managers when clinical or behavioral concerns arise

•          Document all scheduling activity, changes, and communications accurately in the system of record

Care Plan Compliance & Quality

•          Ensure caregivers assigned to each shift have the skills and training required by the client's care plan

•          Monitor caregiver clock-in/clock-out compliance and follow up on missed or late arrivals

•          Flag any gaps between caregiver capabilities and client needs to the appropriate supervisor

•          Support onboarding of new caregivers by coordinating orientation shifts and introductory placements

•          Assist in tracking caregiver certifications and alert management of upcoming expirations

Qualifications

Education & Experience

•          High school diploma or GED required; associate or bachelor's degree preferred

•          Minimum 1–2 years of scheduling, staffing, or administrative experience, preferably in home care, healthcare, or a service-based industry

•          Experience working with seniors or in a caregiving environment a strong plus

Skills & Competencies

•          Exceptional organizational and multitasking skills with a high attention to detail

•          Strong interpersonal and verbal communication skills; ability to work with diverse populations

•          Calm and solutions-focused under pressure, especially when handling urgent scheduling needs

•          Proficiency with scheduling software, CRM platforms, or home care management systems (e.g., ClearCare, WellSky, AxisCare)

•          Comfortable with Microsoft Office Suite, Google Workspace, and general computer navigation

•          Ability to maintain confidentiality and handle sensitive client and caregiver information with discretion

Working Conditions

•          Primary work location is the branch office; remote or hybrid arrangements may be considered based on experience

•          Must be available to respond to on-call scheduling emergencies on a rotating basis, including occasional evenings or weekends

•          Occasional travel to client homes or community sites to support matching assessments may be required

Why Join Seniors Helping Seniors?

At Seniors Helping Seniors, we believe that helping others is most meaningful when it comes from experience and genuine empathy. Our caregivers are seniors themselves — people who understand what it means to age with dignity. As our Scheduler, you will play an essential role in making those connections happen every single day. You will be part of a mission-driven team that changes lives, one carefully matched shift at a time.

•          Competitive hourly compensation based on experience

•          Paid time off and holiday pay

•          Supportive, team-oriented work environment rooted in compassion and service

•          Opportunity for advancement within care coordination and operations

•          The satisfaction of meaningful work that makes a real difference in the lives of seniors