Scheduling Coordinator

For In Home Care / Care Giving

Reports To:

Director of Operations and Compliance

Job Summary:

The Scheduling Coordinator is responsible for creating, managing, and updating caregiver schedules to meet client needs. This role ensures the delivery of consistent and high-quality home care services by efficiently coordinating client-caregiver assignments and addressing scheduling conflicts in a timely manner. Must be able to build relationships and rapport with caregivers, while keeping shifts scheduled and maintaining a high level of client satisfaction.

Key Responsibilities:

1. Schedule Management:

· Develop and maintain daily, weekly, and monthly schedules for caregivers.

· Ensure all clients have the expected caregiver at their scheduled time.

· Coordinate with the Care team to ensure the best possible caregiver & client match.

· Match caregivers to clients based on skills, preferences, and availability.

· Quickly find replacement caregivers when regular staff is unavailable (vacations, illness, etc).

· Monitor clock-in/outs to ensure information is updated for correct billing/payroll.

· Attend administrative and staff meetings as requested.

· Ensure schedules comply with labor laws and agency policies.

· Other duties as assigned (including, but not limited to: filling shifts if/when needed).

2. Communication:

· Communicate schedule changes to clients and caregivers promptly.

· Act as the primary contact for caregiver absences, schedule changes, and client-specific requests.

3. Problem Solving:

· Address last-minute changes or emergencies by coordinating backup coverage.

· Resolve conflicts related to scheduling or caregiver assignments.

4. Documentation and Reporting:

· Maintain accurate records of callouts, no shows etc.

· Report these to the Executive Director of Operations and Compliance.

5. Collaboration:

· Work closely with the recruitment team to identify gaps in caregiver availability.

· Partner with management to ensure client care plans are followed.

6. Client and Caregiver Support:

· Build strong relationships with clients and caregivers to foster trust and satisfaction.

· Provide onboarding support to new caregivers by introducing them to scheduling procedures.

Qualifications:

Education: High school diploma or equivalent required; Associate’s or Bachelor’s degree preferred.

Experience:

· Previous experience in scheduling, home care, or a related field.

· Familiarity with scheduling software and tools.

Skills:

· Strong organizational and time-management abilities.

· Excellent communication and interpersonal skills.

· Comfortable with technology including computer software, emails, and texts.

· Problem-solving and critical-thinking capabilities.

· Personal Attributes:

o Ability to remain calm under pressure and handle stress well in a fast-paced environment.

o High level of attention to detail.

o Compassion and understanding of the needs of clients and caregivers.

Work Environment:

· Home/Office-based with occasional on-call duties for urgent scheduling needs.

· Fast-paced environment requiring multitasking and quick decision-making.

Key Performance Indicators (KPIs):

· Timeliness in filling shifts and managing cancellations.

· Client and caregiver satisfaction scores.

· Adherence to compliance and labor laws.

Job Type: Part-time

Pay: $17.50 per hour

Expected hours: 20 – 30 per week

Schedule:

• Afternoon shift
• Day shift
• Evening shift
• Monday to Friday
• Morning shift
• Rotating weekends
• Weekends as needed

Work Location: Hybrid remote in Murfreesboro, TN 37129

Salary : $18