Scheduler

About the role

Pillar Care Continuum is a disability-focused organization providing services to infants, children, adults, and their families in northern New Jersey. Founded in 1953, the agency supports personal growth, independence, and community participation through specialized programs.

Responsibilities

• Schedule Development & Management
• Maintain weekly and bi-weekly staff schedules for adult group home sites (19 homes) and day programs as assigned
• Use ADP Workforce Management to create and maintain recurring schedule templates by site, shift type, and staff role
• Manage open shifts, proactively fill vacancies, and coordinate schedule changes in real time
• Escalate unresolved gaps to appropriate leadership
• ADP Workforce Management — System Administration
• Maximize use of ADP scheduling tools including auto-scheduling, shift templates, availability tracking, and coverage rules
• Maintain accurate staff profiles, position assignments, availability windows, and site alignments within ADP
• Generate and distribute scheduling reports from ADP including coverage summaries, open shift logs, and staff utilization data
• Coordinate with ADP super admin on system configuration, role permissions, and scheduling rule setup
• Identify and recommend improvements to ADP scheduling workflows to reduce manual effort and improve data accuracy
• Overtime Management & Cost Control
• Monitor staff hours to prevent overtime triggers before they occur
• Maintain a real-time view of staff hours by site and escalate approaching OT thresholds to supervisors
• Participate in bi-weekly OT hot spot review meetings with Residential Leadership, the Senior Director of Operations, and other agency leaders
• Staff Coordination & Communication
• Serve as the primary scheduling contact for direct support staff, residential managers, and program managers
• Communicate schedule changes clearly and promptly to affected staff and site leadership
• Coordinate with HR on new hire start dates, training completion, and deployment readiness before adding staff to live schedules
• Compliance & Documentation
• Ensure schedules meet minimum staffing ratios and regulatory requirements
• Maintain documentation of schedule changes, open shift coverage actions, and call-out patterns
• Flag recurring call-out or coverage patterns by site to the Senior Director of Operations for HR follow-up
• Reporting & Analytics
• Produce weekly scheduling summaries for Residential Directors, the Senior Director of Operations, and other leaders as required
• Track and trend key scheduling metrics: fill rate, OT hours by site, per diem utilization, open shift frequency
• Provide data to support the monthly OT review and senior leadership KPI reporting

Qualifications

• Associate's degree required; bachelor's degree in business administration, Human Services, Healthcare Administration, or a related field preferred
• Minimum 2 years of experience in workforce scheduling, staffing coordination, or operations support — preferably in a residential, healthcare, or human services setting
• Hands-on experience with ADP Workforce Management or a comparable scheduling/HRIS platform strongly preferred
• Familiarity with IDD services, group home operations, or direct care environments a plus
• Experience managing schedules across multiple locations simultaneously
• Familiarity with overtime regulations, labor law, and shift coverage standards
• Available by phone or email during business hours and accessible for urgent coverage coordination as needed
• Occasional site visits to group homes or day programs may be required

Skills & Competencies

• Strong proficiency in ADP Workforce Management or a comparable scheduling/HRIS platform
• High attention to detail with the ability to manage complex, multi-site scheduling simultaneously
• Strong communication and interpersonal skills — able to work effectively with direct support staff, site managers, and senior leadership
• Analytical mindset with the ability to track, trend, and report on scheduling data
• Proficient in Microsoft Excel and Microsoft 365
• Organized, proactive, and solutions-oriented

Benefits

Competitive insurance benefits (Medical, Dental, Vision, EAP, Life Insurance), flexible spending account/health reimbursement account, paid holidays, generous PTO, 401K with employer matching up to 4%, educational assistance program