Scheduling Coordinator - (In-Home Care Services) Lafayette LA

Arc of Acadiana; Lafayette (LA); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Paid time off

Paid holidays

Bonuses and rewards

Medical insurance

Dental insurance

Vision insurance

401(k)

Tuition reimbursement

Job summary

Arc of Acadiana in Lafayette, LA is seeking a Scheduler to coordinate daily and future staff schedules for In-Home Care Services, ensuring client coverage and reliable support. The role runs Monday through Friday, 8:00 AM to 4:00 PM, with participation in a rotating on-call schedule including holidays.

You will manage scheduling calls, maintain accurate records in the scheduling system, review leave requests, and collaborate with Coordinators, Managers, and Direct Support staff to meet staffing

Qualifications

• High school diploma or GED required with scheduling experience preferred.
• Experience using scheduling or workforce management software preferred.
• Strong organization and time management skills with the ability to prioritize multiple needs.

Responsibilities

• Coordinate daily and future schedules to ensure client coverage.
• Receive and manage staff scheduling calls, coverage needs, and adjustments.
• Review leave requests and escalate scheduling concerns as needed.
• Maintain accurate schedules in the scheduling system and document calls/requests.
• Coordinate coverage for unexpected absences and assist with scheduling related to training.

Skills

Organizational skills

Time management

Prioritization

Communication

Interpersonal skills

Staffing solutions

Microsoft Office

Education

High school diploma or GED

Tools

Scheduling software

Job description

Description

The Scheduler is responsible for coordinating staff schedules for In-Home Care Services to ensure consistent and reliable support for individuals receiving services. This position works closely with Coordinators, Managers, and Direct Support staff to manage scheduling needs, address call-ins, and maintain accurate scheduling records. The Scheduler plays a key role in ensuring shifts are covered; leave requests are processed appropriately, and scheduling systems remain accurate and up to date. This position is scheduled Monday through Friday from 8:00 AM to 4:00 PM and participates in a rotating on-call schedule, including holidays, to assist with staffing needs.

Key Responsibilities

Scheduling Operations

• Coordinate daily and future schedules for In-Home Care Services staff to ensure coverage for all assigned clients; including identifying additional staff to train as back up coverage in participant’s home.
• Receive and manage staff scheduling calls, including call-ins, coverage needs, and scheduling adjustments.
• Review and prioritize employee leave requests in accordance with Arc of Acadiana policies and operational needs.
• Contact trained back-up staff for coverage prior to utilizing float staff when shifts become available.
• Assist with scheduling related to staff training, including new hire training and required program training schedules.
• Coordinate scheduling needs related to client appointments, including recurring medical appointments when applicable.
• Perform other related duties and support program operations as assigned by the Program Manager.

Communication and Coordination

• Communicate scheduling updates and changes to Coordinators and program leadership as needed.
• Work collaboratively with Coordinators to ensure staff assigned to clients are approved and trained as appropriate.
• Notify management when shifts cannot be covered, or when scheduling concerns arise that require escalation.
• Communicate scheduling concerns or recurring staffing challenges to the Program Manager.

Systems and Documentation

• Maintain accurate and up-to-date schedules within the agency’s scheduling software.
• Ensure employee time off and schedule changes are coded correctly within scheduling systems.
• Document scheduling calls and requests, including details of the request and resolution.
• Utilize internal communication tools such as Outlook and system messaging to communicate schedule updates as appropriate.

Coverage and Escalation

• Coordinate coverage for unexpected absences or last-minute staffing needs.
• Escalate scheduling issues to management when coverage cannot be secured or when staffing concerns impact service delivery.
• Assist with troubleshooting scheduling issues and identifying potential coverage solutions.

Qualifications

Education and Experience

• High school diploma or GED required.
• Minimum one year of experience scheduling staff or coordinating work schedules preferred.
• Previous experience in an administrative or clerical role preferred.
• Experience using scheduling or workforce management software preferred.

Skills And Competencies

• Strong organizational and time management skills.
• Ability to prioritize multiple scheduling needs in a fast-paced environment.
• Strong communication and interpersonal skills.
• Ability to solve staffing challenges effectively.
• Proficiency in Microsoft Office (Outlook, Excel, and Word).

Benefits & Compensation

Eligible employees may participate in a comprehensive benefits package, which may include paid time off and paid holidays, bonuses and rewards and recognition programs, medical, dental, and vision insurance, short-term disability insurance, a 401(k) retirement plan, and tuition reimbursement. Benefits eligibility and details are subject to plan terms.