Scheduling Specialist

Job Description

Job Description

Schedule: Full-time | 80 hours/pay period | Monday - Friday 8:00 a.m. to 4:30 p.m.

Pay Range: $22.00- $24.00/hour (non-exempt), based on experience, qualifications, and location.

Why You’ll Love Working at Vivie

• Flexible scheduling, autonomy, and work-life support with modern technology that makes your day easier
• Competitive pay with employer-matched retirement, pay-on-demand options, and generous PTO + paid holidays
• Comprehensive health and wellbeing benefits
• Paid documentation time, plus mileage, drive time or car program options
• Career growth through scholarships, training, and professional development

As a Scheduling Specialist, you’ll play a key role in supporting our care teams by developing and maintaining unit schedules, managing daily staffing levels, and assisting with payroll processing for assigned communities. You’ll use technology and communication to anticipate needs, solve problems, and ensure team members are positioned for success.

As a Scheduling Specialist, you will:

• Coordinate & Maintain Schedules – Build and maintain staff schedules for assigned buildings using UKG, manage schedule changes, time-off requests, swaps, and open shifts, while ensuring schedules are accurate, timely, and aligned with staffing needs and scheduling processes.
• Maintain Rotational Scheduling & Coverage – Update and manage rotational schedules, monitor open shifts, support shift coverage needs, and communicate staffing gaps through UKG Talk, Teams, text, and targeted outreach
• Partner with Leadership on Staffing Needs – Communicate regularly with site leadership and HR regarding staffing needs, schedule changes, open positions, and coverage concerns while escalating unresolved staffing issues or minimum staffing risks when needed.
• Provide Scheduling Support Across Buildings – Support assigned buildings with scheduling coverage during team absences, time off requests, or other operational staffing needs.
• Ensure Compliance, Accuracy & Documentation – Maintain accurate schedules, staffing updates, and UKG documentation while following scheduling protocols, timelines, and established SOPs to support operational needs, payroll accuracy, consistent practices, and regulatory compliance.
• Other Duties as Assigned – The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

This job also requires:

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in healthcare scheduling, preferably in a 24/7 environment.
• Strong skills in organization, time management, communication, and customer service.
• Ability to manage multiple priorities, multitask effectively, and adapt in a fast-paced environment.
• Experience with spreadsheets and scheduling software.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication with team members, residents, and visitors.

Additional Details:

• Employment Type: Hourly, Non-Exempt
• Department: Administration
• Travel Requirements: Some
• This role does not include supervisory responsibilities.