Scheduling Coordinator

Bottlenotes Inc.; Coraopolis (Allegheny County); On-site; USD 60,000 - 80,000; Full time

Job summary

Verland seeks a Scheduling Coordinator to lead the development, rollout, and ongoing management of a centralized electronic scheduling program across Community Living homes and service locations.

You will serve as the organization’s scheduling SME, collaborating with program leadership, HR, and site managers to optimize staffing, reduce overtime, and ensure regulatory compliance while building templates, policies, and reporting tools.

Qualifications

• Strong understanding of workforce scheduling principles.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational and analytical skills.
• Excellent communication and training abilities.
• Proficiency with workforce management and scheduling software.
• Advanced Microsoft Excel and reporting capabilities preferred.
• Ability to build collaborative relationships across departments.
• Knowledge of staffing regulations and scheduling compliance preferred.
• Strong problem-solving and decision-making skills.

Responsibilities

• Lead the implementation and rollout of an electronic scheduling system across all Community Living homes and service locations.
• Assess current scheduling practices and develop standardized scheduling procedures.
• Build and maintain scheduling templates that reflect staffing requirements for homes and programs.
• Develop policies, workflows, and best practices related to electronic scheduling.
• Create and maintain reporting tools to monitor staffing trends, vacancies, overtime, and scheduling compliance.
• Ensure all schedules are entered, maintained, and updated within the scheduling platform.
• Serve as the primary administrator for the electronic scheduling system.
• Develop training materials, user guides, and SOPs.
• Train managers, supervisors, and employees on scheduling system functionality and expectations.
• Provide ongoing support and troubleshooting for scheduling-related issues.
• Monitor system utilization and identify opportunities for process improvement.
• Collaborate with HR and Operations leadership on workforce initiatives.
• Coordinate staffing coverage across multiple locations.
• Manage open shifts, vacancies, call-offs, and shortages.
• Ensure schedules align with budget and regulatory standards.
• Monitor staffing patterns and recommend efficiency improvements.
• Oversee Float Pool and PRN staffing programs and deployment.
• Coordinate agency staffing and reduce reliance on external staff.
• Provide staffing reports and workforce analytics to leadership.

Skills

Scheduling principles

Multitasking

Organizational skills

Communication skills

Excel & reporting

Workforce software

Collaboration

Regulatory knowledge

Problem solving

Education

Degree preferred

Scheduling experience

UKG experience

Tools

UKG

Excel

Scheduling software

Job description

The Scheduling Coordinator is responsible for leading the development, implementation, and ongoing management of a centralized electronic scheduling program across multiple Community-Based Living homes and service locations. This position will establish standardized scheduling practices, transition manual scheduling processes into an electronic workforce management system, and ensure adequate staffing coverage to support quality services and regulatory compliance. The Scheduling Coordinator serves as the organization’s subject matter expert for scheduling operations and workforce deployment. This role works closely with program leadership, residential managers, supervisors, float staff, PRN employees, and agency staffing partners to optimize staffing resources, reduce overtime, improve schedule visibility, and maintain appropriate staffing levels throughout the organization.

Electronic Scheduling Program Development

• Lead the implementation and rollout of an electronic scheduling system across all Community Living homes and service locations.
• Assess current scheduling practices and develop standardized scheduling procedures.
• Build and maintain scheduling templates that accurately reflect staffing requirements for individual homes and programs.
• Develop policies, workflows, and best practices related to electronic scheduling.
• Create and maintain reporting tools to monitor staffing trends, vacancies, overtime, and scheduling compliance.
• Ensure all schedules are entered, maintained, and updated within the designated scheduling platform.

System Administration and Training

• Serve as the primary administrator for the electronic scheduling system.
• Develop training materials, user guides, and standard operating procedures.
• Train managers, supervisors, and employees on scheduling system functionality and expectations.
• Provide ongoing support and troubleshooting for scheduling-related issues.
• Monitor system utilization and identify opportunities for process improvement.
• Collaborate with Human Resources and Operations leadership regarding workforce management initiatives.

Workforce Scheduling and Staffing Coordination

• Coordinate staffing coverage across multiple residential and community-based locations.
• Manage open shifts, vacancies, call-offs, and staffing shortages.
• Ensure schedules align with staffing requirements, budget considerations, and regulatory standards.
• Monitor staffing patterns and make recommendations to improve efficiency and coverage.
• Work with operational leadership to proactively address workforce gaps.

Floater and PRN Program Management

• Oversee the organization’s Float Pool and PRN staffing programs.
• Develop strategies to maximize utilization of float and PRN staff.
• Maintain accurate availability and assignment records for float and PRN employees.
• Coordinate deployment of floaters to address staffing shortages and operational needs.
• Evaluate utilization data and recommend adjustments to staffing resources.

Agency Staffing Coordination

• Serve as the primary point of contact for agency staffing providers.
• Coordinate agency scheduling and placement needs.
• Manage agency staff assignments within the electronic scheduling system.
• Monitor agency utilization and identify opportunities to reduce agency reliance through internal staffing solutions.
• Ensure agency staff schedules are accurately documented and communicated to site leadership.
• Track agency staffing expenditures and utilization trends.

Collaboration and Leadership

• Partner with Residential Directors, Program Managers, House Managers, and Human Resources to ensure staffing needs are met.
• Participate in operational meetings and workforce planning initiatives.
• Provide staffing reports and workforce analytics to leadership.
• Support organizational efforts to improve employee retention and workforce stability.
• Assist with special projects related to workforce management and operational effectiveness.

Exceptional Benefits

• Health (UPMC), Dental and Vision Insurances (1st of the month following 30 days from start date)
• Healthcare Flexible Spending Account (HSA)
• 403b – Traditional and Roth with Company Match
• Tuition Reimbursement (for core positions)
• Competitive PTO Plan
• 8 Paid Holidays
• Incentive in lieu of Medical coverage
• Career Development
• Whole Person Wellbeing Resources
• Mental Health Resources and Support

Requirements

• Strong understanding of workforce scheduling principles.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong organizational and analytical skills.
• Excellent communication and training abilities.
• Proficiency with workforce management and scheduling software.
• Advanced Microsoft Excel and reporting capabilities preferred.
• Ability to build collaborative relationships across departments.
• Knowledge of staffing regulations and scheduling compliance requirements preferred.
• Strong problem-solving and decision-making skills.

Minimum Training And Experience

• Bachelor’s degree or Associate’s in Business Administration, Human Services, Healthcare Administration, Human Resources, or related field preferred. Relevant work experience may be substituted for the degree requirement.
• Minimum of three to five years of scheduling, workforce management, staffing coordination, or operations experience.
• Experience implementing or managing electronic scheduling systems preferred.
• Experience in healthcare, human services, residential services, developmental disabilities, or related field preferred.
• Experience coordinating staffing across multiple locations highly preferred.
• UKG experience, preferred.

Supervisory Responsibilities

• Float Pool Employees.
• PRN Staff Program.
• Agency Staffing Coordination Processes.

Key Performance Indicators (KPIs)

• Successful implementation of electronic scheduling across all locations.
• Reduction in scheduling errors and manual scheduling processes.
• Increased utilization of float and PRN staff.
• Reduction in agency staffing usage and costs.
• Reduction in overtime related to staffing shortages.
• Manager and employee adoption of electronic scheduling tools.
• Timely filling of open shifts and staffing vacancies.
• Improved staffing coverage and schedule accuracy.

Working Conditions

• Occasional local travel.
• Primarily office-based with travel to residential and community program locations as needed.
• Occasional evening or weekend availability to address urgent staffing needs.
• Ability to work in a dynamic environment supporting multiple locations and programs.

Verland is an equal opportunity employer, and all qualified applicants will be considered for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.