Scheduling Specialist


Job Summary             

• Responsible for ensuring the highest level of customer service and satisfaction are had by customers and clients. Holds the role of initial point of contact to assess and determine the appropriate course of action, based on customer and client needs. Maintains a high level view of all farm activities to prevent scheduling overlap. Demonstrates the organization’s values in all interactions. 

General Accountabilities                     

• Creates a winning first impression with the program.
• Answers incoming calls from clients and customers, gaining a clear understanding of requests and appropriate course of actions

• Maintains the schedule for all therapeutic activities on the farm as well as other events on the venue.

• Coordinates with staff to ensure all commitments are appropriately staffed.               

• Reserves the appropriate farm facilities, to prevent overlap. 

• Utilizes and manages scheduling software system on a real time basis to insure visibility for staff. 

• Works with Office Manager to notify Executive Director of increasing or decreasing needs so further action can be taken to preserve the programs vitality. 

• Prepares for group sessions as directed, to include check in and check out of groups, assignment of workspace, horses, and materials. 

• Performs other related duties as assigned or requested. 

Job Qualifications                  

• Minimum Education: High School Diploma 
•  Preferred Education: Bachelor of Science or Bachelor of Arts                     
•  Minimum Experience: 2-3 years scheduling and receptionist                    
•   Preferred Experience: Understanding of Behavioral Health environment                                                                                       

Competencies 

• Planning/Organizing - Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives. 

• Problem Solving - Identifies and resolves problems time efficiently; Gathers and analyzes information; Develops solutions; Uses reason. 

• Oral Communication - Speaks clearly and persuasively; Listens and gets clarification when necessary; Responds informatively to questions. 

• Written Communication - Writes clearly and concisely; Edits work; Presents data effectively; Able to read and interpret written information. 

• Safety and Security - Observes safety and security procedures; Reports potentially unsafe conditions. 

• Customer Service - Responds promptly to client needs; Meets commitments; Excellent phone skills, including active listening and expressing empathy. 

• Collaboration - Serves as a liaison between client and pertinent agencies; Works with staff to ensure commitments are met. 

Skills:

• Maintain scheduling software while looking for ways to enhance processes.
• Prepares materials for sessions, as needed.
• Advanced computer skills required: Scheduling software, Word, Excel, PowerPoint, Outlook.