Scheduling Coordinator

Description

The Scheduling Coordinator, is responsible for managing schedules and appointments. They ensure all parties involved know about the latest updates and agree to the terms. Schedulers need to consider the subject of the appointment to determine how long the appointment should last. Their duties include scheduling appointments, managing calls, and prioritizing while balancing other tasks.

Core Competencies:

• ATTITUDE: Works well with others, puts forth good effort, takes responsibility for mistakes and takes positive action to correct them, takes pride in doing a good job, looks for opportunities to help others and goes the extra mile to support coworkers and customers, offers solutions to problems, has intense enthusiasm for role within the company.
• CUSTOMER: Builds customer confidence, is committed to increasing customer satisfaction, sets achievable customer expectations, assumes responsibility for solving customer problems, ensures commitments to customers are met, solicits opinions and ideas from customers, responds to internal customers.
• TEAMWORK: Meets all team deadlines and responsibilities, listens to others and values opinions, helps team leader to meet goals, welcomes newcomers and promotes a team atmosphere, builds rapport with others, focuses on the team as one solitary unit, does not monopolize the project, assumes ownership and takes responsibility for contributions and mistakes, shares responsibility for the company vision and helps each other succeed.
• QUALITY: Is attentive to detail and accuracy, is committed to excellence, looks for improvements continuously, monitors quality levels, finds root cause of quality problems, owns/acts on quality problems.

Essential Duties and Responsibilities include the following: 

• Answering phone calls and emails.
• Making phone calls and sending emails reminding people of appointments
• Ensure all appointments are properly documented and recorded in company databases.
• Monitor and adjust schedules as needed to accommodate changes or unexpected events.
• Communicating with professionals about appointment availability
• Collaborate with other departments to ensure schedules align with overall company goals.
• Resolve scheduling conflicts in a professional and efficient manner.
• Provide administrative support as needed to ensure efficient and effective scheduling processes.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education and/or Experience: 

• Minimum of two years of experience in a similar role
• Strong organizational and time-management skills
• Capability to manage competing priorities and handle a fast-paced work environment
• Excellent communication skills, both written and verbal
• Proficiency in Microsoft Office and other scheduling software
• Good interpersonal skills with the ability to build strong relationships
• Attention to detail and a high level of accuracy

Abilities:

• Considerable knowledge of company focus, philosophy, & culture
• Ability to develop & maintain customer relations
• Knowledge of computer software & information databases
• Ability to meet & deal effectively with officials of other companies & the public
• Ability to work effectively as a member of a team
• Excellent communication skills, attention to detail, ability to establish good rapport with department staff, vendors, distributors.
• Ability to work independently
• Self motivated & goal oriented
• Excellent time management skills
• Demonstrated leadership ability & the possession of tact, integrity, & common sense
• Well developed presentation skills
• Excellent customer relations skills

Physical Demands: 

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• While performing the duties of this job, the employee is regularly required to stand.  The employee frequently is required to use hands to handle objects, tools, controls, etc.  The employee is occasionally required to walk, reach with hands and arms, and talk or hear.

Work Environment: 

• Work is performed in an office environment; the work environment characteristics described here are representative of those an employee encounters while performing the essential function of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.