Scheduling Coordinator

Easterseals Southern California Job Posting

Easterseals Southern California transforms lives every day. For over a century, Easterseals has championed inclusion and independence—delivering essential services like early childhood programs, autism services, employment and independent living support to more than 29,000 people each year. Through advocacy and education, we break barriers and create opportunities for the one-in-four Americans with disabilities.

Overview Of Position

Under general direction, delivers scheduling services to participants receiving autism services and to behavior interventionists providing services. Serves as a primary point-of-contact for scheduling matters related to assigned region, and maintains accurate participant and interventionist information in databases for scheduling treatment and billing of autism services.

Essential Function

• Evaluates and assigns Behavior Interventionist (BI) to individual participants as determined by match-criteria based on location, skills and abilities, and other characteristics to meet compliance, program and policy requirements. Collaborates with participants, families and clinical team to create schedules. Refers to policies and guidelines to schedule meal periods, breaks, and sufficient hours to the BI. Maintains accurate records and participant scheduling using a computer-based system; updates schedules and ensures confirmation of updates by BIs on a daily basis
• Receives and responds to a high volume of complex scheduling requests and changes from associates, participants and their families, maintaining a professional and courteous manner at all times. Informs all relevant parties of scheduling changes in a timely manner. Monitors daily attendance and participant assignments for rescheduling and coverage needs. Notifies appropriate associates and reassigns participants as appropriate. Relays concerns immediately and accurately to participant family, supervisor, management, and/or associates. Responds to issues and escalates when appropriate.
• Generates and submits accurate reports of confirmed services from the scheduling system for billing and payroll. Analyzes contract fulfillment, determines gaps, and creates action plan. Liaisons with Payroll, Billing, and Human Resources to ensure accuracy in payment/credits, and part-time/full-time status of the Behavior Interventionists. Generates, evaluates, and takes appropriate action on reports impacting billing, payroll and contract compliance.
• Schedules and attends staff meetings, trainings, in-services, and other meetings as requested. Cross-trains new scheduling coordinators under direction of the lead schedule administrator.
• Perform other duties as assigned.

Education

Typically requires an AA degree in related field.

Experience

• 3-5 years' customer service and/or administrative support experience. Or a combination of education, experience and training that provides the required knowledge, skills and abilities to perform the core responsibilities of the position.

Knowledge, Skills, Abilities

• Proficient knowledge of Microsoft Office (Outlook, Word, Excel) and related computer software, and ability to learn new software programs as needed.
• Demonstrated ability to work independently, produce high-quality results while handling competing priorities including a high volume of phone calls, perform data entry, schedule appointments for multiple team members, and dispatch phone calls.
• Ability to maintain positive customer service interaction, and a high degree of professionalism.
• Knowledge of wage and hour rules and regulations, with the ability to apply policies and regulations.
• Demonstrated ability to apply good judgement and decision-making skills, interpret and implement policies, procedures, and state and federal regulations.
• Ability to exercise discretion and maintain a high level of confidentiality.
• Ability to communicate effectively through oral and written skills, and work cooperatively with a variety of individuals and groups.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals of Southern California and/or program requirements.

Carrying/Lifting: Occasional Standing: Occasional Sitting: Frequent Walking: Occasional Repetitive Motion/Activity: Frequent speaking and listening Visual Acuity: Maintaining close visual attention to a computer/laptop/tablet. Travel: NA Environmental Exposure: There are no hazardous or unpleasant conditions caused by noise, dust, etc.