Scheduling Coordinator - (In-Home Care Services) Lafayette LA

About the role

The Scheduler is responsible for coordinating staff schedules for In-Home Care Services to ensure consistent and reliable support for individuals receiving services. This position works closely with Coordinators, Managers, and Direct Support staff to manage scheduling needs, address call-ins, and maintain accurate scheduling records. The Scheduler plays a key role in ensuring shifts are covered; leave requests are processed appropriately, and scheduling systems remain accurate and up to date.

Responsibilities

• Coordinate daily and future schedules for In-Home Care Services staff to ensure coverage for all assigned clients; including identifying additional staff to train as back up coverage in participant’s home.
• Receive and manage staff scheduling calls, including call-ins, coverage needs, and scheduling adjustments.
• Review and prioritize employee leave requests in accordance with Arc of Acadiana policies and operational needs.
• Contact trained back-up staff for coverage prior to utilizing float staff when shifts become available.
• Assist with scheduling related to staff training, including new hire training and required program training schedules.
• Coordinate scheduling needs related to client appointments, including recurring medical appointments when applicable.
• Perform other related duties and support program operations as assigned by the Program Manager.
• Communicate scheduling updates and changes to Coordinators and program leadership as needed.
• Work collaboratively with Coordinators to ensure staff assigned to clients are approved and trained as appropriate.
• Notify management when shifts cannot be covered, or when scheduling concerns arise that require escalation.
• Communicate scheduling concerns or recurring staffing challenges to the Program Manager.
• Maintain accurate and up-to-date schedules within the agency’s scheduling software.
• Ensure employee time off and schedule changes are coded correctly within scheduling systems.
• Document scheduling calls and requests, including details of the request and resolution.
• Utilize internal communication tools such as Outlook and system messaging to communicate schedule updates as appropriate.
• Coordinate coverage for unexpected absences or last-minute staffing needs.
• Escalate scheduling issues to management when coverage cannot be secured or when staffing concerns impact service delivery.
• Assist with troubleshooting scheduling issues and identifying potential coverage solutions.

Qualifications

• High school diploma or GED required.
• Minimum one year of experience scheduling staff or coordinating work schedules preferred.
• Previous experience in an administrative or clerical role preferred.
• Experience using scheduling or workforce management software preferred.

Skills

• Strong organizational and time management skills.
• Ability to prioritize multiple scheduling needs in a fast-paced environment.
• Strong communication and interpersonal skills.
• Ability to solve staffing challenges effectively.
• Proficiency in Microsoft Office (Outlook, Excel, and Word).

Benefits

• Paid time off
• Paid holidays
• Bonuses and rewards and recognition programs
• Medical, dental, and vision insurance
• Short-term disability insurance
• 401(k) retirement plan
• Tuition reimbursement

Benefits eligibility and details are subject to plan terms.

Schedule

This position is scheduled Monday through Friday from 8:00 AM to 4:00 PM and participates in a rotating on-call schedule, including holidays, to assist with staffing needs.