Scheduling Coordinator

Description:

The Lead Scheduling Supervisor is responsible for the overall leadership, performance, and daily operations of the Scheduling Department. This position provides direct leadership to both the internal Scheduling Team and the offshore scheduling team, ensuring seamless coordination of staffing operations, continuity of care, and exceptional service for clients, caregivers, and referral partners.

The Lead Scheduling Supervisor oversees all scheduling functions, including caregiver placement, shift coverage, after-hours operations, emergency staffing, on-call coordination, departmental performance, and operational workflows. This role is responsible for coaching and developing scheduling staff, monitoring departmental performance metrics, implementing process improvements, and maintaining accountability across all scheduling operations.

Serving as the operational leader of the Scheduling Department, this position collaborates closely with Human Resources, Customer Services, Payroll, Business Development, and Leadership to ensure staffing needs are met, client satisfaction remains high, caregiver engagement is maintained, and all scheduling practices comply with company policies and applicable California labor laws.

This position requires strong leadership, sound judgment, exceptional organizational skills, and the ability to make timely operational decisions in a fast-paced environment while maintaining a people-first approach. The Lead Scheduling Supervisor is expected to lead the department during regular business hours and designated after-hours operations, including evenings, weekends, holidays, and on-call rotations, ensuring uninterrupted continuity of care and operational excellence across all scheduling functions.

• High school diploma required; Associate's or Bachelor's degree in Business Administration, Healthcare Administration, or a related field preferred.
• Minimum 23 years of experience in home care, home health, staffing coordination, or healthcare operations, with at least one year in a lead, senior, or supervisory scheduling role.
• Demonstrated leadership experience supervising scheduling, staffing, or operations teams in a fast-paced environment.
• Proven ability to oversee departmental operations during evenings, weekends, holidays, and after-hours while leading offshore or remote scheduling teams.
• Experience managing caregiver scheduling, shift coverage, continuity of care, and operational staffing with minimal supervision.
• Strong knowledge of scheduling software and EMR platforms; AxisCare experience preferred.
• Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, Word, and Teams.
• Demonstrated success improving scheduling performance through fill rates, caregiver retention, schedule accuracy, and operational efficiency.
• Excellent verbal and written communication skills with the ability to professionally manage sensitive caregiver, client, and family concerns.
• Strong coaching, mentoring, and performance management skills with the ability to develop and lead high-performing teams.
• Experience analyzing scheduling trends, workforce utilization, and departmental KPIs to drive operational improvements.
• Strong understanding of California labor laws, wage and hour regulations, overtime, meal and rest break compliance, and scheduling best practices.
• Ability to independently make critical operational decisions involving staffing shortages, emergency scheduling changes, caregiver call-offs, and client service recovery.
• Ability to effectively collaborate across departments, including Human Resources, Clinical Services, Payroll, Business Development, and Executive Leadership.
• Exceptional organizational, problem-solving, and time management skills with the ability to prioritize multiple competing responsibilities.
• Valid California driver's license, reliable transportation, and proof of automobile insurance.
• Ability to maintain confidentiality and exercise sound judgment when handling sensitive employee and client information.
• Professional demeanor with a strong commitment to accountability, integrity, urgency, collaboration, and exceptional customer service.
• Availability and willingness to participate in the company's On-Call rotation and lead scheduling operations during designated after-hours periods.

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