Operations Scheduling Specialist

The Operations Scheduling Specialist is responsible for the development, maintenance, and administration of employee schedules for Maryland field personnel, including Nurses, Paramedics, Emergency Medical Technicians (EMTs), and Emergency Vehicle Operators (EVOs). This position plays a critical role in ensuring adequate staffing levels, operational readiness, and uninterrupted service delivery across all divisions.

The Operations Scheduling Specialist is expected to proactively manage workforce schedules to ensure operational readiness and staffing stability. The Scheduling Specialist must maintain accurate and current schedules, communicate changes timely, respond effectively to staffing shortages, and support organizational staffing objectives. The Scheduling Specialist is expected to anticipate future staffing challenges, identify schedule vulnerabilities before they impact operations, and implement appropriate corrective actions. When staffing requirements cannot be met through routine scheduling activities, the Scheduling Specialist will promptly escalate concerns to the EMS Scheduling Manager or designated operational leadership. The Operations Scheduling Specialist serves as the primary point of contact for scheduling-related matters, including employee availability, shift assignments, schedule modifications, time-off requests, and staffing shortages. Success in this role requires exceptional organizational skills, strong attention to detail, effective communication, sound judgment, and the ability to respond quickly and appropriately to changing workforce demands.

Role and Responsibilities

Employee Scheduling and Staffing Management

• Creating and maintaining staffing schedules that effectively balance operational needs, employee availability, and organizational staffing requirements.
• Develop and maintain rotational schedules for full-time employees to establish the foundation for all workforce scheduling.
• Collect and manage availability from part-time and PRN personnel while maximizing staffing coverage and employee scheduling opportunities.
• Prioritize the filling of mandatory, critical-coverage, overnight, weekend, Dedicated Ambulances Service (DAS), and other hard-to-fill shifts before assigning discretionary overtime opportunities.
• Review, approve, or deny vacation and scheduled sick leave requests within two business days, in accordance with company policy.
• Maintain schedules at least four (4) weeks in advance to provide employees with stability and predictability.
• Facilitate and approve shift trades requiring administrative review or leadership intervention.
• Communicate schedule assignments, updates, and changes promptly to employees and leadership, particularly when changes impact shifts occurring within the next 28 days.
• Collaborate with Operations leadership to address same-day and next-day staffing shortages resulting from call-outs, absences, or operational changes.
• Escalate unresolved staffing concerns, scheduling conflicts, or anticipated shortages to the appropriate leadership personnel as soon as they are identified.
• Coordinate with Educational Services leadership to schedule employee orientation, field training officer (FTO) ride time, mentoring assignments, and clearance requirements for newly hired personnel.
• Integrate newly cleared employees into open schedule vacancies and transition them into permanent schedule assignments.
• Coordinate staffing for special events after staffing requirements have been established by Special Events leadership.
• Collaborate with Human Resources, Risk Management, and Operations leadership regarding employees on workers' compensation, modified duty, leave status, or other scheduling restrictions.
• Remove terminated employees from future schedules immediately and ensure vacancies are backfilled without delay.
• Provide cross-coverage for other scheduling team members during periods of absence, increased workload, or operational demand.

Traumasoft and Scheduling Administration

• Utilize Traumasoft and other approved systems to maintain accurate employee schedules and staffing records.
• Review schedules daily for conflicts, staffing deficiencies, credential concerns, and incomplete assignments.
• Remove employees from future schedules when compliance requirements, certifications, credentials, or employment eligibility standards are not met, in accordance with company policy.
• Ensure all mandatory shifts vacated due to compliance, certification, or employment-status issues are promptly backfilled.
• Enter, review, and update employee schedule changes and assignments accurately and in a timely manner.
• Maintain accurate staffing records and generate scheduling reports as requested by leadership.
• Safeguard confidential employee information and comply with all company policies regarding documentation, privacy, and record retention.

Communication and Coordination

• Serve as the primary point of contact for employee scheduling inquiries, availability changes, and assignment requests.
• Coordinate staffing requirements with Operations leadership and other designated management personnel.
• Communicate staffing shortages, schedule modifications, and coverage needs professionally and promptly.
• Respond to employee call-outs and unexpected staffing issues during normal business hours.
• Maintain positive and professional relationships with employees, supervisors, and operational leadership.
• Support a culture of teamwork, responsiveness, accountability, and customer service.

Operational Support

• Support daily operational readiness by ensuring appropriate staffing levels are scheduled and maintained.
• Identify recurring staffing challenges and recommend improvements to scheduling processes and workforce utilization.
• Monitor schedule adherence and report discrepancies to the appropriate supervisor.
• Assist leadership with workforce planning initiatives, staffing forecasts, and operational readiness efforts.
• Perform additional scheduling, administrative, and operational support duties as assigned.
• Demonstrate a strong commitment to workplace safety by identifying hazards, reporting risks, and supporting continuous safety improvements.
• Adhere to all company safety policies, procedures, and regulatory requirements while actively promoting a safe and compliant work environment.
• Collaborate with team members to uphold safety standards and foster a culture of safety across all operations.

Performance Expectations

• Schedule accuracy and completeness.
• Timeliness of schedule publication and updates.
• Responsiveness to staffing shortages and call-outs.
• Compliance with established staffing standards and workforce requirements.
• Quality of communication with employees and leadership.
• Recordkeeping accuracy and system maintenance.
• Adherence to company policies, procedures, and confidentiality standards.

Key Performance Standards

• Maintain schedules at least four (4) weeks in advance at all times.
• Fill an average of twenty (20) or more part-time and PRN shifts daily, as operationally required.
• Backfill same-day call-offs and staffing vacancies within 90 minutes whenever reasonably achievable.
• Maintain no open Dedicated Ambulance Service (DAS), Joint Venture (J/V), or other designated critical-coverage shifts in published schedules.
• Ensure minimum overnight and weekend staffing levels are maintained in accordance with Staffing Level Expectations (SLEs) established by the Scheduling Manager and Operations Leadership.
• Maintain at least 95% compliance with employee scheduling commitments and applicable part-time, full-time, and PRN work requirements.

Qualifications and Education Requirements

• Must be 18 years old or older at time of hire
• Graduation From High School or equivalent.
• Ability to work at a computer station for extended periods.
• Ability to view computer monitor for extended periods
• Ability to operate telephone and other specialized computer communication equipment.
• Minimum of two (2) years of experience in employee scheduling, workforce coordination, dispatch operations, healthcare staffing, or a related operational role.
• Strong organizational, multitasking, and problem-solving abilities.
• Excellent written and verbal communication skills.
• Proficiency in Microsoft Office applications, email systems, and workforce management software.
• Ability to maintain confidentiality and handle sensitive employee information appropriately.
• Ability to work independently while effectively collaborating with multiple departments.
• Pass background investigation
• Pass a pre-employment drug screen and all subsequent random or for cause drug screenings.
• Ability to lift up to 25 lbs.
• Ability to speak, read, and write English
• Other duties as assigned.

Preferred Skills

• Experience in EMS, ambulance transportation, healthcare operations, or medical transportation services.
• Working knowledge of Traumasoft scheduling and workforce management systems.
• Familiarity with EMT, Paramedic, Nurse, and EVO staffing models and operational requirements.
• Previous experience scheduling 24/7 operational or healthcare personnel.

We'd love to have you join the Butler Medical Transport Team!

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