Client Services and Scheduling Coordinator

Artsify; Portland (OR); Hybrid; USD 52,000 - 68,000; Full time

Benefits offered by this job

Competitive compensation

Paid Time Off

Leadership development and growth

Collaborative and supportive team

Limited hybrid flexibility based on op

Meaningful impact every day

Job summary

Artsify is seeking a Scheduling Coordinator to oversee DSP schedules, ensuring reliable, person-centered support for clients. Build schedules, coordinate new starts, and match staff to client needs to deliver high-quality care.

You thrive in fast-paced environments, stay organized, and continuously improve scheduling processes while balancing multiple priorities. This role offers meaningful impact and a collaborative, growth-oriented team.

Qualifications

• High school diploma or equivalent.
• Experience with individuals with intellectual and developmental disabilities.
• Experience coordinating schedules, operations, customer service, administrative work, or project coordination.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong critical thinking and problem-solving abilities.
• Ability to prioritize multiple competing responsibilities in a fast-paced environment.
• Ability to exercise sound judgment and make routine decisions independently.
• Ability to build positive professional relationships with clients, families, employees, and community partners.
• Proficiency with Google Workspace and computer-based scheduling systems.
• Ability to maintain accurate documentation and consistently follow through on commitments.

Responsibilities

• Build and maintain staff schedules that prioritize client needs and continuity of care.
• Coordinate shadow shifts, client introductions, and initial schedules for newly hired DSPs.
• Match employees with clients based on availability, interests, personalities, and support needs.
• Coordinate new client starts and client meet-and-greets.
• Maintain regular communication with clients, families, guardians, case managers, and employees regarding scheduling needs.
• Respond to schedule changes and staffing needs with professionalism and sound judgment.
• Maintain organized scheduling systems, calendars, and documentation that keep the administrative team informed.
• Follow up with case managers regarding prospective clients and staffing opportunities.
• Monitor staffing trends and identify opportunities to improve scheduling processes.
• Collaborate with the Operations Manager and administrative team to ensure clients receive consistent, high-quality services.

Skills

Organizational skills

Communication skills

Problem solving

Time management

Collaboration

Education

High school diploma or equivalent

Tools

Google Workspace

Job description

Build the Systems That Keep People Connected

At Artsify, we believe great scheduling is about much more than filling shifts. It's about building meaningful relationships, supporting our employees, and ensuring adults with intellectual and developmental disabilities receive consistent, person-centered services.

We're looking for an organized, proactive Scheduling Coordinator who enjoys solving complex problems, building efficient systems, and helping people succeed. This is an opportunity to play a key role in a growing organization where your work directly impacts the lives of our clients, our staff, and our community.

If you're someone who thrives in a fast-paced environment, enjoys balancing multiple priorities, and finds satisfaction in creating order from moving pieces, we'd love to meet you.

About Artsify

Artsify supports adults with intellectual and developmental disabilities in living meaningful, self-directed lives through community-based support, creativity, and person-centered services. We believe strong relationships, thoughtful systems, and compassionate leadership create better outcomes for the people we support and the employees who make our mission possible.

What You'll Do

As our Scheduling Coordinator, you'll oversee the coordination of Direct Support Professional (DSP) schedules while helping ensure every client receives reliable, person-centered support.

You’ll:

• Build and maintain staff schedules that prioritize client needs and continuity of care.
• Coordinate shadow shifts, client introductions, and initial schedules for newly hired DSPs.
• Match employees with clients based on availability, interests, personalities, and support needs.
• Coordinate new client starts and client meet-and-greets.
• Maintain regular communication with clients, families, guardians, case managers, and employees regarding scheduling needs.
• Respond to schedule changes and staffing needs with professionalism and sound judgment.
• Maintain organized scheduling systems, calendars, and documentation that keep the administrative team informed.
• Follow up with case managers regarding prospective clients and staffing opportunities.
• Monitor staffing trends and identify opportunities to improve scheduling processes.
• Collaborate with the Operations Manager and administrative team to ensure clients receive consistent, high-quality services.

A Great Fit for This Role

This position is ideal for someone who enjoys creating order out of complexity and finds satisfaction in helping people succeed through strong organization and thoughtful planning.

Successful Scheduling Coordinators are naturally curious, proactive, and dependable. They enjoy building systems, anticipating needs before they become urgent, communicating with a wide variety of people, and balancing multiple priorities while staying organized. They are comfortable making day-to-day decisions, setting appropriate boundaries, following through on commitments, and adapting as priorities change.

If you enjoy solving problems, thinking several steps ahead, and building processes that help both clients and employees succeed, you'll likely thrive in this role.

Our Hiring Philosophy

We're less interested in finding someone who has held this exact job before and more interested in finding someone with the right mindset and skills.

If you're highly organized, enjoy solving problems, communicate well, follow through on commitments, and genuinely care about helping people succeed, we'd love to hear from you. Experience can be taught—integrity, curiosity, accountability, and a commitment to continuous improvement are much harder to develop.

Required Qualifications

• High school diploma or equivalent.
• Experience working with individuals with intellectual and developmental disabilities.
• Experience coordinating schedules, operations, customer service, administrative work, or project coordination.
• Strong organizational and time-management skills.
• Excellent written and verbal communication skills.
• Strong critical thinking and problem-solving abilities.
• Ability to prioritize multiple competing responsibilities in a fast-paced environment.
• Ability to exercise sound judgment and make routine decisions independently.
• Ability to build positive professional relationships with clients, families, employees, and community partners.
• Proficiency with Google Workspace and computer-based scheduling systems.
• Ability to maintain accurate documentation and consistently follow through on commitments.

Preferred Qualifications

• Experience coordinating staff schedules in a human services, healthcare, or community-based setting.
• Experience with Therap or similar electronic documentation systems.
• Experience communicating with case managers, guardians, families, or community partners.
• Experience supporting employee onboarding or workforce coordination.

Why Artsify?

At Artsify, we're building more than schedules—we're building a workplace where people feel supported, valued, and connected.

We invest in our employees through leadership development, ongoing coaching, collaborative problem-solving, and opportunities for professional growth. You'll work alongside a passionate team that values creativity, accountability, inclusion, and continuous improvement.

Your work will directly impact the quality of services our clients receive and the success of the employees who support them every day.

Benefits

• Competitive compensation
• Paid Time Off
• Leadership development and professional growth opportunities
• Collaborative and supportive team environment
• Limited hybrid flexibility based on operational needs
• Opportunity to make a meaningful impact every day

Who Might Not Enjoy This Role

This position isn't the best fit for everyone, and that's okay.

You may not enjoy this role if you:

• Prefer highly repetitive work with few interruptions.
• Become frustrated by changing priorities or shifting schedules.
• Prefer working independently with limited communication or collaboration.
• Are looking for a primarily remote administrative position.
• Dislike making decisions or balancing multiple competing priorities.
• Prefer work with predictable routines and minimal problem-solving.

Join Our Team

If you're energized by creating structure, solving problems, building strong relationships, and helping people succeed, we'd love to hear from you.

Artsify is proud to be an Equal Opportunity Employer and is committed to building an inclusive workplace where every employee, client, and community member is treated with dignity, respect, and belonging.