What are the responsibilities and job description for the Scheduling/Office Coordinator position at Discovery Horse L.L.C.?
The Scheduling/Office Coordinator is an integral part of the Discovery Horse team. The Scheduling/Office Coordinator is the coordinating resource for the administrative functions of Discovery Horse LLC including office administration, scheduling, client experience and the coordination of client transportation . The Scheduling/Office Coordinator at Discovery Horse coordinates the key ancillary services for clients so that while at Discovery Horse, they can safely build connections with our providers. The Scheduling/Office Coordinator at Discovery Horse, LLC is responsible to anticipate and prioritize activities to ensure a safe and connected client experience. The Scheduling/Office Coordinator must communicate effectively with staff and be able to work within the confines of Discovery Horses’ busy client schedule.
Description
About Discovery Horse:
WHO ARE WE?
Discovery Horse, a behavioral health and mental wellness agency, is a sanctuary nestled within a serene 15-acre therapeutic farm in Fort Ripley, Minnesota. Our dedicated team provides nervous systems based, relationship-focused support, employing a holistic approach to guide individuals, children, and families through the challenges of trauma and toxic stress. In addition to our individual and group services, we offer an intensive family program that places a special emphasis on parents, providing them with education, support, and a sense of community. We believe in leading by example, cultivating an organizational culture rooted in healthy, authentic connections. At Discovery Horse, we're not just about working for an organization; we're about working with it, fostering a paradigm shift towards workplace relationships built on mutual respect and genuine collaboration.
OUR MISSION:
We're on a mission to foster personal growth and empowerment, providing a space where individuals can uncover new insights, cultivate meaningful connections, and carry the essence of connection and wisdom into their daily lives. At the heart of our mission lies a dedication to fostering nervous system wellness, recognizing its profound impact on fostering connected and meaningful relationships. We prioritize nervous system education and wellness, equipping everyone we serve with the knowledge and tools needed to understand and nurture their own nervous system health. Safety, authenticity, collaboration, and trust are the cornerstones of our approach to building intentional relationships. We envision a world where everyone experiences a deep sense of belonging, security, and self-awareness, enabling them to navigate life's challenges with clarity and resilience.
WHAT THIS ROLE WILL DO
The Scheduling/Office Coordinator is an integral part of the Discovery Horse team. The Scheduling/Office Coordinator is the coordinating resource for the administrative functions of Discovery Horse LLC including office administration, scheduling, client experience and the coordination of client transportation . The Scheduling/Office Coordinator at Discovery Horse coordinates the key ancillary services for clients so that while at Discovery Horse, they can safely build connections with our providers. The Scheduling/Office Coordinator at Discovery Horse, LLC is responsible to anticipate and prioritize activities to ensure a safe and connected client experience. The Scheduling/Office Coordinator must communicate effectively with staff and be able to work within the confines of Discovery Horses’ busy client schedule.
GENERAL RESPONSIBILITIES
- Responsible for building trusted and connected relationships with fellow team members, resident animals and clients.
- Practices accountability and participation with the Discovery Horse community agreements.
- Participate in staff meetings, training sessions, and continuing education opportunities to enhance skills and knowledge.
- Maintain a safe and clean environment within the facility, on the farm and in commercial vehicles.
- Willingness to contribute to and participate in all farm based and facility needs.
- Maintains ability to be relationally focused while moving towards task completion.
- Maintains compliance with state and federal laws governing the work of Discovery Horse, including but not limited to HIPAA compliance and state waiver programs. Regularly attends related compliance training sessions as required.
- Actively seek opportunities for learning and development.
- Practices humility and self-awareness, recognizing feedback as an opportunity to learn and grow.
- Responsible to participate in and contribute to a trusted and connected administrative team that cares for Discovery Horse.
- Daily considers client calendar, weather, seasonal responsibilities, and daily tasks when planning and prioritizing tasks for self and team.
- This position is expected to work standard business hours with possible occasional support requested on weekends/evenings for farm events.
- Ability to multitask effectively in a fast-paced environment, while maintaining accuracy and attention to detail.
- Ability to handle difficult conversations and situations with empathy and professionalism, particularly when working with clients in crisis.
- Employ a kind, empathetic, and patient-centered approach to working with individuals in crisis or with special needs.
- Ability to adapt to changing schedules, priorities, and client needs, demonstrating flexibility and resilience.
- Must be able to pass a background study with the MN department of Human Services.
- Valid driver’s license with a clean and safe driving record to operate farm vehicles and equipment is required.
- Submits expense reports in a timely fashion.
- Position requires constant walking, climbing, stairs, and the ability to safely bend, lift, sit, and twist while lifting and carrying 50 pounds. This includes maintaining proper body mechanics to prevent injury and ensure personal safety, as well as the safety of others, while performing job-related tasks.
- Completes all other duties assigned.
ROLE SPECIFIC RESPONSIBILITIES
- Manage and coordinate the daily schedules of multiple staff members, clients, and resources, ensuring efficient use of time and facilities.
- Schedule and arrange client appointments, sessions, and meetings with internal teams and external collaborative providers/agencies.
- Coordinate transportation logistics for clients, ensuring timely and safe transport to and from appointments or sessions.
- Serve as the primary point of contact for clients regarding scheduling, addressing their needs with kindness, empathy, and professionalism.
- Communicate schedule changes, updates, and reminders to clients, staff, and external partners, ensuring everyone is informed in a timely manner.
- Handle scheduling conflicts, cancellations, and rescheduling requests, always prioritizing the well-being of clients, especially those in crisis.
- Respond calmly and effectively to clients in crisis, adjusting schedules as needed to accommodate urgent situations while ensuring continuity of care.
- Work closely with direct care staff to prioritize clients in crisis and ensure they receive the necessary support.
- Coordinate meetings and appointments with external collaborative providers and agencies, aligning schedules with external partners to ensure seamless service delivery.
- Maintain professional relationships with collaborative agencies, ensuring smooth communication and coordination.
- Maintain accurate records of all scheduled appointments, meetings, and transportation arrangements in the scheduling system.
- Update and manage client and staff schedules in real-time, ensuring all data is accurate and accessible.
- Generate and distribute daily, weekly, and monthly schedules to staff, ensuring everyone is informed of their commitments.
- Identify and implement improvements in scheduling processes to optimize time management and resource allocation.
- Analyze scheduling patterns and trends to anticipate future needs and adjust processes accordingly.
- Utilize scheduling software and tools to manage and coordinate schedules ensuring efficient use of technology to streamline processes.
- Troubleshoot any issues with scheduling software, working with IT support as needed to resolve problems quickly.
- Maintain and confidentiality of clients information, ensuring that all scheduling details are handled with the utmost discretion.
- Ensure compliance with all relevant regulations and organizational policies regarding client data, transportation and scheduling.
- Handle inquiries and direct them to the appropriate staff members or departments
- Collaborate with the Administrative team in maintaining executive and team calendars, including scheduling meetings and coordinating logistics.
- Serve as the first point of contact for visitors, clients, and vendors, providing a positive and professional experience.
- Assist with and handle logistics for events, including catering, venue setup, and materials preparation.
- Offer support in executing office events such as staff meetings, workshops and social events.
- Provide support in general office administration as required. May include maintaining office supplies, getting office mail, fielding incoming calls, etc.
- Assist in managing financial records by tracking, verifying, and reconciling expense accounts.
- Prepare regular expense reports, and collaborate with the accounting team to identify cost-saving opportunities. This role also involves maintaining accurate and up-to-date records for financial audits and compliance, contributing to the optimization of expense management processes.
- Offer general support to the Administrative, Direct Services and Human Resources teams to optimize workflows.
- Support the Transportation department by providing transportation services to clients on an as-needed basis.
PREFERRED QUALIFICATIONS
EDUCATION
- Required: High School Diploma or Equivalent
- Associate’s or Bachelor’s degree in Business Administration, Healthcare Management, or a related field is preferred
EXPERIENCE
- Experience working with clients in crisis, with the ability to remain calm and supportive in high-pressure situations.
- Minimum of 3 years of experience in scheduling, office coordination, or a related role, preferably in a healthcare or human services environment.
- Proven experience managing complex schedules for multiple individuals and coordinating with external partners.
OTHER QUALIFICATIONS
- Required: Proficiency in scheduling software and tools (e.g., Microsoft Outlook, Google Workspace, scheduling apps).
- Strong organizational skills with the ability to prioritize and manage multiple tasks effectively.
- Excellent verbal and written communication skills to interact professionally with staff, clients, and other stakeholders.
- Attention to detail and accuracy in managing schedules and appointments.
- Problem-solving abilities to resolve scheduling conflicts and adapt to changing needs.
- Ability to work both independently and collaboratively within a team.
- Professional demeanor with a focus on customer service and maintaining confidentiality.
- Flexibility to adapt to unexpected changes in schedules or priorities.
- Time management skills to ensure timely coordination of all scheduling activities.
SAFETY SENSITIVE POSITION
This position is deemed as a “Safety Sensitive Position.” Company employees occupying a position considered “Safety Sensitive” under Minnesota law, in which, in the opinion of management, impairment caused by drug, cannabis, or alcohol usage would threaten the health of safety of any other person may be subject to testing on a random selection basis, at the discretion of management or based on the requirements of a client.
EQUAL EMPLOYMENT OPPORTUNITY
We are passionate and committed to our people and go beyond the rhetoric of diversity and inclusion. You will be working in an inclusive environment and be encouraged to bring your whole self to work. We will do all that we can to help you successfully balance your work and homelife. As a growing business we will encourage you to develop your professional and personal aspirations, enjoy new experiences, and learn from the talented people you will be working with. It’s talent that matters to us and we encourage applications from people irrespective of their gender, race, sexual orientation, religion, age, disability status or caring responsibilities.
Discovery Horse, LLC strongly supports equal employment opportunity for all applicants regardless of age (40 and over), ancestry, color, religious creed (including religious dress and grooming practices), family and medical care leave or the denial of family and medical care leave, mental or physical disability (including HIV and AIDS), marital status, domestic partner status, medical condition (including cancer and genetic characteristics), genetic information, military and veteran status, political affiliation, national origin (including language use restrictions), citizenship, race, sex (including pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), gender, gender identity, and gender expression, sexual orientation, or any other basis protected by applicable federal, state or local law, rule, ordinance or regulation.
We also afford equal employment opportunities to qualified individuals with a disability. For this reason, Discovery Horse, LLC will make reasonable accommodations for the known physical or mental limitations of an otherwise qualified individual with a disability who is an applicant consistent with its legal obligations to do so, including reasonable accommodations related to pregnancy in accordance with applicable local, state and / or federal law. As part of its commitment to make reasonable accommodations, Discovery Horse, LLC also wishes to participate in a timely, good faith, interactive process with a disabled applicant to determine effective reasonable accommodations, if any, which can be made in response to a request for accommodations. Applicants are invited to identify reasonable accommodations that can be made to assist them to perform the essential functions of the position they seek. Any applicant who requires an accommodation in order to perform the essential functions of the job should contact Discovery Horse, LLC to request the opportunity to participate in a timely interactive process. Discovery Horse, LLC will also provide reasonable religious accommodations on a case-by-case basis.
Salary
$20 - $25 per hour
Salary : $20 - $25