Scheduling Operations Specialist

Job Description

Job Description

Description

We are seeking a Scheduling Operations Specialist to join our Talent Acquisition and Scheduling Operations team. This role plays a critical part in supporting relief veterinarian staffing across our hospital network by coordinating schedules, managing coverage needs, supporting relief veterinarians, and partnering closely with Practice Managers, Regional Directors, Recruiting, and Operations.

The Scheduling Operations Specialist serves as a central point of contact for relief scheduling and helps ensure hospitals have the veterinarian coverage needed to operate successfully. This position requires strong communication, organization, problem-solving, and the ability to manage multiple markets and completing priorities in a fast-paced environment.

Job Summary

The Scheduling Operations Specialist is responsible for supporting and coordinating relief veterinarian scheduling across American Veterinary Group hospitals through Vetcher , our internal scheduling platform.

This role manages the day-to-day scheduling process, including shift requests and approvals, open shift coverage, cancellations and backfills, schedule changes, and relief veterinarian communication. The Scheduling Operations Specialist also monitors staffing trends, identifies coverage risks, supports relief veterinarian engagement and retention, and partners with hospital and operational leadership to develop solutions for difficult-to-staff markets.

In addition to daily scheduling responsibilities, this position helps maintain scheduling data integrity, supports platform adoption and troubleshooting, and uses scheduling metrics to identify opportunities to improve coverage, efficiency, veterinarian engagement, and overall scheduling operations.

Compensation for this role includes a base salary plus quarterly performance-based bonuses.
Key Responsibilities

Relief Scheduling & Coverage Management

• Coordinate relief veterinarian scheduling across multiple hospitals and markets using the Vetcher scheduling platform.
• Review and manage pending shift requests and approvals to ensure timely scheduling decisions.
• Monitor open shifts and proactively identify upcoming coverage risks.
• Partner with Practice Managers and Regional Directors to prioritize critical staffing needs and develop coverage strategies.
• Manage relief veterinarian cancellations, schedule changes, and backfill needs to minimize disruptions to hospital operations.
• Support urgent and last-minute coverage needs while balancing veterinarian availability, hospital needs, and cost considerations.
• Coordinate with approved relief staffing agencies when additional coverage is needed, including managing shift requests, agency communication, scheduling needs, and ensuring agency utilization aligns with company processes and expectations. 
• Maintain accurate and up-to-date schedules within Vetcher.
• Assist with new hospital openings, market expansions, and other changing staffing needs.

Relief Veterinarian Communication & Engagement

• Serve as a primary scheduling contact for relief veterinarians across the organization.
• Communicate with veterinarians regarding shift opportunities, approvals, cancellations, schedule changes, platform questions, and other scheduling needs.
• Build and maintain positive relationships with relief veterinarians to support long-term engagement and retention.
• Lead proactive re-engagement efforts with inactive or underutilized relief veterinarians to increase participation, strengthen market coverage, and support current and future staffing needs.
• Help connect newly onboarded relief veterinarians with available shift opportunities and support successful first-shift placement.
• Partner with Talent Acquisition to identify markets where additional relief veterinarian recruiting is needed.
• Escalate veterinarian concerns, operational feedback, or recurring scheduling issues to the appropriate leadership team.

Hospital & Operations Partnership

• Partner closely with Practice Managers, Regional Directors, Talent Acquisition, and Operations to align on veterinarian staffing needs and priorities.
• Serve as a liaison between relief veterinarians and hospital leadership when scheduling questions or concerns arise.
• Communicate staffing risks, coverage gaps, cancellations, and other scheduling changes that may impact hospital operations.
• Help ensure relief scheduling decisions and expectations are clearly communicated across teams.
• Support hospital teams with Vetcher processes, scheduling expectations, and platform best practices.
• Identify recurring communication or process gaps and escalate opportunities for operational improvement.

Scheduling Platform & Process Support

• Support the day-to-day administration and accuracy of the Vetcher scheduling platform.
• Assist relief veterinarians and internal teams with scheduling platform questions and basic troubleshooting.
• Identify system issues and coordinate with internal partners for resolution when needed.
• Maintain accurate veterinarian profiles, scheduling information, and shift records.
• Support the development and implementation of scheduling processes, standard operating procedures, and best practices.
• Help train and educate hospital teams on scheduling workflows and platform expectations.

Reporting & Staffing Analysis

• Monitor key scheduling metrics including open shifts, relief coverage, pending requests, cancellations, backfills, veterinarian participation, and other staffing trends.
• Identify markets experiencing low veterinarian engagement or increased coverage risk.
• Track scheduling activity and provide updates on high-priority or difficult-to-staff markets.
• Support analysis of relief veterinarian rates and labor costs to help balance coverage needs with responsible staffing decisions.
• Partner with leadership to identify trends and develop data-driven strategies to improve scheduling performance.
• Maintain accurate scheduling documentation and reporting.

Problem Solving & Operational Support

• Proactively identify scheduling challenges and work with internal partners to develop solutions.
• Manage multiple markets, priorities, and time-sensitive staffing needs simultaneously.
• Escalate potential dark days, significant coverage gaps, or other high-risk staffing concerns.
• Help resolve scheduling discrepancies between relief veterinarians, hospitals, and operational teams.
• Adapt quickly to staffing changes, cancellations, hospital needs, and evolving business priorities.
• Support additional scheduling and staffing initiatives as the organization continues to grow.

Skills, Knowledge and Expertise

• Bachelor's degree or equivalent combination of education and relevant work experience.
• Strong organizational, prioritization, and time-management skills.
• Excellent written and verbal communication skills.
• Strong customer service and relationship-building skills.
• Ability to manage multiple markets, schedules, and competing priorities simultaneously.
• Strong problem-solving skills and ability to make decisions in a fast-paced environment.
• Detail-oriented with a high level of accuracy.
• Comfortable working with scheduling platforms, reporting tools, and technology.
• Ability to interpret scheduling data and identify trends or areas of concern.
• Ability to work collaboratively across Talent Acquisition, Operations, Accounts Payable, IT, and hospital leadership teams.
• Comfortable navigating difficult or time-sensitive conversations with professionalism.
• Ability to adapt to changing staffing needs and evolving processes.
• Previous experience in scheduling, staffing, recruiting, workforce management, veterinary medicine, healthcare, or a related field is preferred.
• Experience supporting a multi-location organization is a plus.

Benefits

• Health Care Plan with Medical, Dental, and Vision options.
• 401(k) match.
• Generous paid time off (PTO).
• Six (6) weeks of paid Parental Leave.
• One (1) annual Work/Life Balance Day off.
• Short-term and long-term disability options.
• Supplemental insurance options.
• Discounted veterinary care.
• Hands-on and e-learning opportunities.
• Professional development and career growth opportunities.