Scheduling Specialist

About the role

As a Scheduling Specialist at Vivie, you'll play a key role in supporting our care teams by developing and maintaining unit schedules, managing daily staffing levels, and assisting with payroll processing for assigned communities.

Responsibilities

• Cook up and maintain staff schedules for assigned buildings using UKG, manage schedule changes, time-off requests, swaps, and open shifts, while ensuring schedules are accurate, timely, and aligned with staffing needs and scheduling processes.
• Maintain rotational schedules, monitor open shifts, support shift coverage needs, and communicate staffing gaps through UKG Talk, Teams, text, and targeted outreach.
• Partner with leadership on staffing needs, communicate regularly with site leadership and HR regarding staffing needs, schedule changes, open positions, and coverage concerns, while escalating unresolved staffing issues or minimum staffing risks when needed.
• Support assigned buildings with scheduling coverage during team absences, time off requests, or other operational staffing needs.
• Ensure compliance, accuracy & documentation by maintaining accurate schedules, staffing updates, and UKG documentation while following scheduling protocols, timelines, and established SOPs to support operational needs, payroll accuracy, consistent practices, and regulatory compliance.
• Other duties as assigned.

Requirements

• A high school diploma or equivalent, with an associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in healthcare scheduling, preferably in a 24/7 environment.
• Strong skills in organization, time management, communication, and customer service.
• Ability to manage multiple priorities, multitask effectively, and adapt in a fast-paced environment.
• Experience with spreadsheets and scheduling software.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication with team members, residents, and visitors.

Qualifications

• High school diploma or equivalent.
• Associate or bachelor’s degree preferred.

Skills

• Organization
• Time management
• Communication
• Customer service
• Spreadsheet proficiency
• UKG scheduling software

Benefits

• Competitive pay with employer-matched retirement, pay-on-demand options, and generous PTO + paid holidays.
• Comprehensive health and wellbeing benefits.
• Paid documentation time, plus mileage, drive time or car program options.
• Career growth through scholarships, training, and professional development.

Pay

$22.00- $24.00/hour (non-exempt), based on experience, qualifications, and location.

Schedule

Full-time | 80 hours/pay period | Monday - Friday 8:00 a.m. to 4:30 p.m.

Additional Details

This Job Also Requires:

• High school diploma or equivalent; associate or bachelor’s degree preferred.
• Minimum of 2 years of experience in healthcare scheduling, preferably in a 24/7 environment.
• Strong skills in organization, time management, communication, and customer service.
• Ability to manage multiple priorities, multitask effectively, and adapt in a fast-paced environment.
• Experience with spreadsheets and scheduling software.
• Ability to pass state mandated background checks.
• Physical capability to perform all essential job functions.
• Ability to read, write, and speak English to ensure effective communication with team members, residents, and visitors.