Scheduling Coordinator

Operations Care Coordinator / Scheduler

Location: New Castle County, Delaware

Office Hours: Monday through Friday, 9:00 a.m. to 5:00 p.m.

Work Arrangement: Full-Time, Onsite, Exempt

Compensation: $55,000 Annual Salary + Quarterly Performance Bonus

Our client, an established and highly respected home care organization serving New Castle County, Delaware, is seeking an experienced, organized, and relationship-focused Operations Care Coordinator / Scheduler to join its growing office team.

Some people answer phones.

Some people fill schedules.

The right person builds trust, creates calm in the middle of chaos, and becomes the heartbeat of an entire office.

Exceptional care begins long before a caregiver arrives at a client's home. It begins with an office that communicates well, solves problems quickly, supports its caregivers, and treats every client and family like they matter.

We are looking for someone who thrives on organization, loves helping people, understands the unique challenges of working with caregivers, and takes pride in making everything and everyone work together.

This is more than a scheduling position.

This is one of the most important roles in the organization.

What Makes This Role Unique

A Newly Created Growth Position

The organization has continued to grow and is now ready to add its first dedicated, full-time scheduler. This individual will play a critical role in helping the company move beyond its current growth plateau and continue expanding its caregiver and client base.

The office currently supports more than 120 clients and approximately 130 caregivers, with continued growth expected.

Own the Caregiver Experience

This role is not limited to filling shifts.

You will build strong relationships with caregivers and help create an experience that encourages them to remain engaged, responsive, and committed to the clients they serve.

The ideal scheduler becomes someone caregivers trust, respect, and genuinely want to work with.

Join an Established, Long-Tenured Team

The organization has seven office employees and an exceptionally stable team. Employee tenure ranges from approximately three years to more than 20 years, with very low turnover.

The owners have worked to elevate the organization from a traditional small business environment into a more structured, professionally managed operation while maintaining the close relationships and personal service that made the company successful.

The culture emphasizes:

• Fairness
• Honesty
• Open communication
• Empowerment
• Accountability
• Teamwork
• Measurable performance
• A genuine desire to serve others

Key Responsibilities

Caregiver Scheduling and Coordination

• Coordinate caregiver schedules and client visits
• Manage a high-volume schedule supporting approximately 130 caregivers and more than 120 clients
• Match caregivers with clients based on skills, experience, personality, availability, location, and client needs
• Respond quickly and professionally to schedule changes, caregiver call-offs, and urgent staffing needs
• Maintain continuity of care whenever possible
• Anticipate coverage concerns and address them before they become service disruptions
• Ensure open shifts, changes, and updates are communicated clearly and promptly
• Maintain accurate scheduling records in WellSky

Caregiver Relationship Management

• Build strong, professional relationships with caregivers
• Help caregivers feel supported, respected, and valued
• Communicate expectations clearly and consistently
• Encourage caregiver engagement, reliability, and retention
• Understand the mindset, concerns, and day-to-day challenges of home care aides
• Partner with the caregiver recruitment and management team to improve caregiver conversions, satisfaction, and long-term retention
• Serve as a dependable resource when caregivers have scheduling questions or concerns

Client and Family Communication

• Build trust with clients and families through professional, compassionate communication
• Respond promptly to scheduling questions and service concerns
• Keep clients and families informed when schedules change
• Help families feel cared for and confident in the services they receive
• Escalate service concerns appropriately and support timely resolution

Operations and Team Support

• Partner closely with the caregiver recruitment and management team, care managers, operations leadership, and ownership
• Support the onboarding and scheduling of new clients and caregivers
• Participate in daily morning stand-up meetings and regular team communication
• Collaborate with leadership to improve scheduling workflows, caregiver communication, and office processes
• Maintain accurate documentation and scheduling records
• Track weekly, monthly, and quarterly performance expectations
• Participate in one-on-one meetings, coaching, and performance development
• Help create a positive, accountable, and team-focused office environment

What Success Looks Like

The successful candidate will become someone who:

• Makes families feel cared for
• Makes caregivers feel supported
• Builds relationships that improve caregiver responsiveness and retention
• Solves problems before they become crises
• Communicates with professionalism and empathy
• Remains calm and resourceful when schedules change unexpectedly
• Helps the office operate smoothly every day
• Maintains accurate schedules and documentation
• Accepts coaching and accountability
• Earns the trust of clients, caregivers, leadership, and teammates

Success in this role will be measured through established weekly, monthly, and quarterly KPIs. A quarterly performance bonus will be tied to defined results and operational outcomes.

Who You Are

You may be the right fit if people often describe you as:

• Highly organized
• Dependable
• Calm under pressure
• Compassionate
• Detail-oriented
• Resourceful
• Professional
• Positive
• Accountable
• A strong communicator
• A team player

You enjoy solving problems.

You do not wait to be told what needs to be done.

You naturally take ownership.

You understand that every interaction matters.

You are comfortable working with a direct, structured manager who values accuracy, accountability, professionalism, and clearly defined processes.

You can receive straightforward feedback without taking it personally, and you appreciate working in an environment where expectations are clearly communicated.

Qualifications

Required

• Previous scheduling or staffing coordination experience
• Experience managing a high-volume schedule
• Strong attention to detail and accuracy
• Excellent verbal and written communication skills
• Strong customer service and relationship-building abilities
• Ability to manage frequent changes, interruptions, and competing priorities
• Calm and professional demeanor under pressure
• Ability to take ownership and work proactively
• Ability to work effectively with different personalities and communication styles
• Comfortable receiving coaching, feedback, and accountability
• Ability to successfully complete required pre-employment screening, including a drug test

Strongly Preferred

• Direct private duty home care scheduling experience
• Experience scheduling home health or hospice field staff
• Experience working with caregivers, home health aides, personal care assistants, or certified nursing assistants