Staffing Scheduler

Position Summary

The Staffing Scheduler is responsible for coordinating and managing employee schedules to ensure adequate staffing levels within the HeartShare Residential DD division across. The Staffing Scheduler will be responsible for managing the day-to-day scheduling functions of HeartShare DSPs to ensure all staffing requirements are effectively met with cost-efficient coverage solution. As open positions become available, the Staffing Scheduler will canvass their pool for interested and qualified candidates in efforts to facilitate long-term conversions to Full or Part-time. This role requires strong organizational skills, effective communication, and the ability to adapt to changing staffing needs while maintaining compliance with policies and regulations.

Job Responsibilities

Scheduling & Coordination

• Develop and maintain employee schedules based on approved staffing plans, employee availability, and compliance with regulatory requirements.
• Assist Residence Managers and Coordinators with schedule adjustments to accommodate last-minute changes, such as sick calls or shift swaps.
• Ensure adequate coverages for all shifts, including vacations, weekends, and holidays, in collaboration with Residence Managers and Coordinators.

Communication & Employee Support

• Assist Residence Managers and Program Coordinators in communicating scheduling assignments, changes, and updates to staff promptly.
• Act as the primary contact for scheduling-related inquiries and conflicts, providing timely resolutions.
• Work closely with department managers to address staffing shortages or surpluses.
• Maintain a program staff vacancy list and develop monthly reports on vacancies and positions filled for assigned personnel.

Policy Adherence, Reporting & Record-Keeping

• Monitor overtime to ensure it aligns with budgetary allowances and organizational policies.
• Generate reports on staffing trends, overtime, and attendance issues to support management decision-making.
• Identify staffing gaps and propose solutions to optimize workforce efficiency and reduce overtime dependency.

System & Software Management

• Utilize workforce management or scheduling software to manage scheduling processes effectively.
• Troubleshoot technical issues related to scheduling systems and coordinate with IT support as needed.
• Provide training to employees on scheduling tools and processes when required.
• Work proactively to prevent staffing shortages that could impact program operations.

Qualifications

• High School Diploma or GED (Minimum requirement) 
• Associate or bachelor’s Degree (Preferred) in Business Administration, Human Resources, Healthcare Administration, or a related field. 
• Previous experience in scheduling, staffing coordination, workforce planning or administrative coordinator preferred.
• Strong organizational and time-management skills 
• Proficiency in scheduling software (e.g., Paycom Microsoft Excel) Ability to multitask and handle last-minute changes in fast – paced environment
   

Benefits 
What we offer once YOU join our growing family:
At HeartShare we offer a comprehensive benefit package based on full-time/part-time status. You can expect: 

• Paid time off (holidays, vacation in accordance with school calendar, sick and personal) 
• Professional development opportunities 
• Team environment 
• Medical and dental benefits 
• Employer-paid life insurance 
• Optional insurance (life, disability, etc.) 
• 403(B) retirement plans 
• Flexible spending account (dependent care, medical, parking, and transit) 
• Employee assistance program 

HeartShare is an Equal Opportunity Employer (EOE). If you need to request accommodation during the recruiting process, please reach out to Leaves@heartshare.org. 

About HeartShare
Who WE ARE:
For over one hundred years, HeartShare has dedicated itself to improving the lives of people needing special services and support. The HeartShare team, now 2,100 employees and growing, helps individuals develop to their fullest potential and lead meaningful and enriched lives.

To learn more about HeartShare, please visit our website at www.heartshare.org or Follow us on Twitter LinkedIn YouTube Instagram Facebook