Scheduling Coordinator - Part Time

Key Responsibilities

• Build, publish and manage employee schedules using EMS Scheduling system to ensure adequate coverage across all shifts and locations.
• Ensure all ambulance shifts are assigned and staffed with appropriate experience, skill level, and certification for each unit.
• Process submitted staffing requests for shift swaps, giveaways and call outs on a daily basis, approving or communicating denials within the same day and allocating alternative staffing or utilizing per diem staff to fill open shifts.
• Manage time off requests and approve or deny requests based on staffing levels for each day.
• Proactively contact and work with field team members to set schedules based on business need and team member location.
• Ensure all scheduled staff hold valid MA Certifications as required, communicate expired staff proactively, and ensure removal from shifts as required and provide notice to operations and clinical services upon occurrence and regular reporting.
• Complete all scheduling and staffing status changes within the system accurately and upon approval notice receipt, ensuring changes are made within the appropriate effective date and pay period.
• Track number of hours worked each week for team members and ensure hours worked meet policy requirements for each team member.
• Work directly with dispatch on a regular basis to complete pairings and employee moves based on business needs.
• Work daily with field supervisors to ensure next shifts schedule is set and appropriate employees are notified of any moves that are required.
• Track holiday scheduling and ensure each team member meets holiday staffing policy requirements.
• Maintain computerized scheduling system accurately and efficiently according to each employees FTE and weekly hour requirements.
• Monitor staff overtime, ensuring adherence to Massachusetts Labor Laws, and assist in maintaining accurate timesheets for approvals.
• Generate staffing and attendance reports for leadership and Operations, often tracking KPI’s like response time coverage and shift fill rates.
• Report staffing levels to operations management and human resources to communicate any outstanding needs.
• Assist dispatch when needed and other functions or duties as assigned.

Requirements

• Must be 18 years of age.
• Day, Evening, Overnight, Weekends and Holidays may be required.

Physical Requirements

• Primarily sedentary work within an office, computer workstation environment.
• Fine finger dexterity, repetitive wrist motion regarding computers and dispatch terminal work for prolonged periods of time.
• Light tasks may require 10-25lbs for lifting, carrying, and push-pull.
• Ability to work in environment with constant phone/radio calls, interruptions, and deadlines.
• Requires nights, weekends and holidays.