Scheduling Assistant

ComForcare Home Care Vancouver WA; Oklahoma City (OK); On-site; USD 21,000 - 30,000; Full time

Job summary

ComForCare is seeking an organized Scheduling Assistant to join our Oklahoma City team. This role focuses on coordinating caregiver schedules, responding to last-minute staffing needs, and maintaining client care continuity in a fast-paced environment.

You will communicate with caregivers, clients, and families, handle shift changes, and keep accurate records. The position requires a high school diploma or GED, strong organizational and communication skills, and the ability to stay calm under

Qualifications

• High school diploma or GED required; associate’s or bachelor’s degree preferred.
• Strong organizational skills and attention to detail are essential.
• Excellent verbal and written communication skills are necessary.
• Ability to stay level-headed and effective in a fast-paced environment.
• Strong problem-solving skills and the ability to think critically under pressure.

Responsibilities

• Coordinating caregiver schedules to ensure client shifts are appropriately staffed.
• Responding promptly to caregiver call-outs and securing replacement coverage quickly.
• Identifying scheduling gaps and developing solutions before they affect client care.
• Managing multiple open shifts and competing staffing needs while prioritizing appropriately.
• Making quick, practical decisions when schedules change unexpectedly.
• Communicating professionally with clients and family members.
• Addressing caregiver concerns and scheduling conflicts calmly and fairly while maintaining boundaries.
• Maintaining accurate scheduling records, including call-outs and coverage updates.

Skills

Organizational skills

Communication skills

Problem-solving

Attention to detail

Calm under pressure

Time management

Education

High school diploma or GED

Associate's or Bachelor's degree preferred

Tools

Scheduling software

Office software

Email

Job description

We are looking for an organized, adaptable, and solutions-focused Scheduling Assistant to join our team. This role is ideal for someone who thrives in a fast-paced environment, can quickly adjust when plans change, and enjoys finding solutions to unexpected challenges. In this position, caregiver call-outs, last-minute staffing needs, and urgent schedule changes are a regular part of the day. The Scheduling Assistant must be able to think on their feet, prioritize competing needs, and communicate calmly and professionally with caregivers, clients, and families, including during difficult conversations. The right person will be proactive, dependable, and comfortable making quick decisions while knowing when to ask for support. If you are someone who stays level-headed under pressure, enjoys problem-solving, and can turn a challenging situation into a manageable one, this position may be a great fit.

The Scheduling Assistant plays a key role in maintaining consistent client care by coordinating caregiver schedules and responding to changing staffing needs. This position requires ongoing communication, quick decision-making, and the ability to manage unexpected situations without losing sight of other priorities. The Scheduling Assistant must be able to balance the immediate need to fill shifts with the importance of maintaining positive relationships with clients, families, and caregivers.

Primary Responsibilities Include

• Coordinating caregiver schedules to ensure client shifts are appropriately staffed.
• Responding promptly to caregiver call-outs and securing replacement coverage as quickly as possible.
• Proactively identifying scheduling gaps and developing solutions before they affect client care.
• Managing multiple open shifts and competing staffing needs while prioritizing appropriately.
• Making quick, practical decisions when schedules change unexpectedly.
• Communicating professionally with clients and family members.
• Addressing caregiver concerns and scheduling conflicts calmly and fairly while maintaining appropriate boundaries.
• Communicating schedule changes and coverage updates promptly to caregivers, clients, families, and office staff.
• Maintaining accurate scheduling records, including call-outs, replacement coverage, and schedule adjustments.
• Monitoring upcoming schedules and ensuring shifts are filled within established office deadlines.
• Recognizing when an issue requires additional support and promptly communicating concerns to the appropriate supervisor.
• Maintaining a focus on continuity of care and client satisfaction, even when unexpected challenges arise.

Secondary Responsibilities Include The Following

• Assisting with schedule confirmations and follow-up communications.
• Supporting the scheduling of new clients and caregivers.
• Reviewing schedules for accuracy and correcting discrepancies.
• Assisting with timekeeping questions and clock-in or clock-out issues according to office procedures.
• Maintaining confidentiality regarding client and caregiver information.
• Supporting other office functions as needed to maintain efficient daily operations.
• Performing other reasonable duties as assigned.

The Position May Require You To

• Assist with urgent after-hours or weekend scheduling needs, depending on assigned responsibilities.
• Participate in a rotating on-call schedule.
• Assist with holiday coverage and unexpected staffing shortages.
• Provide additional scheduling support during periods of high call volume or increased client needs.

An individual must possess the minimum education, experience, and skills necessary to perform the primary and secondary responsibilities of the position.

Additional Qualifications Include

• High school diploma or GED required; associate’s or bachelor’s degree preferred.
• Previous scheduling, administrative, customer service, or office experience preferred.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to remain level-headed and effective in a fast-paced environment.
• Strong problem-solving skills and the ability to think critically under pressure.
• Ability to adjust priorities quickly and manage multiple tasks simultaneously.
• Confidence in handling difficult conversations and resolving conflicts professionally.
• Ability to exercise sound judgment and work independently within established guidelines.
• Dependability, accountability, and consistent follow-through.
• Ability to use computer systems, scheduling software, email, and other office technology.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Commitment to supporting reliable, consistent care for clients and their families.

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

Live your best life possible while helping others live theirs.

Our Caregivers are the heart and soul of what we do. For that reason, we put our CaregiversFirst each and every day.

At ComForCare, it is our CaregiverFirst promise, that our caregivers will be:

• Treated with respect and dignity.
• Provided exceptional training on a regular and ongoing basis.
• Are never alone in the field - support is always available.
• Thoughtfully matched with clients that they are compatible with.

Join our team and be a part of a certified Great Place To Work®! Thousands of ComForCare employees were surveyed and the response was overwhelmingly positive, with 90% agreeing that ComForCare is in fact a Great Place To Work®.

Equal Opportunity Employer: Disability/Veteran.

ComForCare has five core values that drive everything we do.

• Treated with respect and dignity.
• Provided exceptional training on a regular and ongoing basis.
• Are never alone in the field - support is always available.
• Thoughtfully matched with clients that they are compatible with.