Scheduling Coordinator

Evaluation Criteria

• Evaluates and assigns Behavior Interventionist (BI) to individual participants as determined by match-criteria based on location, skills and abilities, and other characteristics to meet compliance, program and policy requirements.

Scheduling Functions

• Collaborates with participants, families and clinical team to create schedules.
• Refers to policies and guidelines to schedule meal periods, breaks, and sufficient hours to the BI.
• Maintains accurate records and participant scheduling using a computer-based system; updates schedules and ensures confirmation of updates by BIs on a daily basis.
• Receives and responds to a high volume of complex scheduling requests and changes from associates, participants and their families, maintaining a professional and courteous manner at all times.
• Informs all relevant parties of scheduling changes in a timely manner.
• Monitors daily attendance and participant assignments for rescheduling and coverage needs.
• Notifies appropriate associates and reassigns participants as appropriate.
• Relays concerns immediately and accurately to participant family, supervisor, management, and/or associates.
• Responds to issues and escalates when appropriate.
• Generates and submits accurate reports of confirmed services from the scheduling system for billing and payroll.
• Analyzes contract fulfillment, determines gaps, and creates action plan.
• Liaises with Payroll, Billing, and Human Resources to ensure accuracy in payment/credits, and part-time/full-time status of the Behavior Interventionists.
• Generates, evaluates, and takes appropriate action on reports impacting billing, payroll and contract compliance.

Meeting and Training Attendance

• Schedules and attends staff meetings, trainings, in-services, and other meetings as requested.
• Cross-trains new scheduling coordinators under direction of the lead schedule administrator.

Education and Experience

Typically requires an AA degree in related field. Experience includes 3-5 years’ customer service and/or administrative support experience. Or a combination of education, experience and training that provides the required knowledge, skills and abilities to perform the core responsibilities of the position.

Knowledge, Skills, Abilities

• Proficient knowledge of Microsoft Office (Outlook, Word, Excel) and related computer software, and ability to learn new software programs as needed.
• Demonstrated ability to work independently, produce high-quality results while handling competing priorities including a high volume of phone calls, perform data entry, schedule appointments for multiple team members, and dispatch phone calls.
• Ability to maintain positive customer service interaction, and a high degree of professionalism.
• Knowledge of wage and hour rules and regulations, with the ability to apply policies and regulations.
• Demonstrated ability to apply good judgement and decision-making skills, interpret and implement policies, procedures, and state and federal regulations.
• Ability to exercise discretion and maintain a high level of confidentiality.
• Ability to communicate effectively through oral and written skills, and work cooperatively with a variety of individuals and groups.
• Ability to obtain and maintain a criminal record/fingerprint clearance from the Department of Justice and Federal Bureau of Investigation per Easterseals of Southern California and/or program requirements.

Physical Requirements

Carrying/Lifting: Occasional
Standing: Occasional
Sitting: Frequent
Walking: Occasional
Repetitive Motion/Activity: Frequent
Speaking and Listening: Frequent
Visual Acuity: Maintaining close visual attention to a computer/laptop/tablet.

Environmental Exposure

There are no hazardous or unpleasant conditions caused by noise, dust, etc.