Scheduling Coordinator

Scheduling Coordinator

Department: Operations

Reports To: Executive Director

Schedule: Full-Time, On-Site

Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m.

On-Call: Participation in weeknight, weekend, and holiday rotations as required

Be the Person Who Keeps Care Running Smoothly

At Total Care Connections , scheduling is more than filling shifts. It is about ensuring our clients receive consistent, high-quality care and our caregivers feel supported, informed, and set up for success.

As a Scheduling Coordinator, you will be at the center of daily operations, balancing client needs, caregiver availability, and real-time changes to keep care moving forward without disruption. If you are detail-oriented, calm under pressure, and energized by solving problems quickly and compassionately, this role is a great fit.

What You Will Do

Scheduling and Staffing

• Create, manage, and maintain daily schedules for caregivers and nurses
• Schedule field staff with ongoing clients based on availability, skills, and client preferences
• Respond quickly to call-outs and fill open shifts to minimize service disruptions
• Actively monitor unstaffed and red shifts throughout the day
• Confirm caregiver attendance and assist with clock-in and clock-out issues
• Monitor overtime trends and escalate concerns according to leadership direction

Client and Caregiver Coordination

• Complete scheduling welcome calls for all new clients
• Communicate staffing changes to clients and families in a timely and professional manner
• Conduct sit-down scheduling sessions with new hires as part of orientation
• Review care plans and assigned tasks to ensure appropriate staffing
• Maintain accurate client and caregiver match criteria in scheduling systems

Communication and Support

• Ensure incoming calls are answered promptly during business hours
• Address scheduling-related questions, concerns, and complaints from caregivers and clients
• Coach caregivers on scheduling expectations, timekeeping procedures, and policy compliance
• Accurately document staffing changes and tag updates in the scheduling system

Administrative and Team Responsibilities

• Review unstaffed shift reports and collaborate with recruiting on staffing needs
• Assist with greeting visitors as needed
• Attend and actively participate in weekly team meetings
• Participate in on-call rotations during evenings, weekends, and holidays
• Perform other duties as assigned to support operations

What You Bring

Skills and Strengths

• Excellent customer service skills with strong phone etiquette
• High proficiency with computers, scheduling software, and technology systems
• Exceptional organization and attention to detail
• Ability to adapt quickly to changing priorities and schedules
• Strong problem-solving and decision-making skills
• Team-oriented mindset with a calm, professional approach under pressure
• Ability to thrive in a fast-paced, dynamic environment

Experience and Qualifications

• At least one year of scheduling, administrative, or healthcare support experience preferred

Physical and Work Requirements

• Ability to work full-time on-site during regular business hours
• Ability to remain seated for extended periods while working at a computer

Why Work at Total Care Connections

We take care of our people so they can take great care of others.

Our Comprehensive Benefits Package Includes

• Competitive pay
• Health, dental, and vision insurance
• Paid time off and paid holidays
• 401(k) retirement plan

Financial and Income Protection

• Short-term disability insurance
• Long-term disability insurance
• Company-paid life insurance
• Voluntary life insurance options
• Accident insurance
• Critical illness insurance

Family and Life Support

• Paid pregnancy disability leave up to six weeks
• Up to two weeks of paid parental leave
• Supportive return-to-work culture for growing families

Unique Total Care Connections Benefits

• Total Care Relief Fund to support team members during times of unexpected hardship
• Leadership that genuinely cares about your success and well-being
• Opportunities for growth and advancement within a mission-driven organization

At Total Care Connections, you are not just scheduling shifts. You are ensuring families receive dependable care and caregivers feel supported every day.

Ready to Join a Team That Keeps Care Moving?

If you are organized, reliable, and motivated by meaningful work, we would love to meet you.

Apply today and help us continue delivering extraordinary care.