Scheduling Coordinator - Part Time

Cataldo Ambulance Service Inc.; Malden (MA); On-site; USD 36,000 - 48,000; Part time

Job summary

Cataldo Ambulance Service Inc. is seeking a Part Time Scheduling Coordinator to assist in staffing and scheduling field EMTs and Paramedics. This onsite role is based in our Malden Communications Center with an evening schedule from 3:30pm to 8:30pm, Monday through Thursday.

The Scheduling Coordinator will ensure proper staffing configurations for 911, hospital, and event coverage. You will manage daily and future schedules, approve time off, track hours, and work with dispatch and HR to support

Qualifications

• High school diploma or GED required.
• EMT or Ambulance Operations experience considered a plus.
• Scheduling and timekeeping experience in EMS preferred.

Responsibilities

• Build, publish and manage employee schedules using EMS Scheduling system to ensure adequate coverage across all shifts and locations.
• Ensure all ambulance shifts are staffed with appropriate experience, skill level, and certification for each unit.
• Process submitted staffing requests for shift swaps, giveaways and call outs on a daily basis, approving or communicating denials within the same day and allocating alternative staffing or utilizing per diem staff to fill open shifts.
• Manages time off requests and approves or denies requests based on staffing levels for each day.
• Proactively contacts and works with field team members to set schedule based on business need and team member location.
• Maintains computerized scheduling system accurately and efficiently according to each employees FTE and weekly hour requirements.

Skills

Microsoft Office

Communication

Detail oriented

Analytical thinking

Customer service

Education

High school diploma or GED

EMT or Ambulance Operations experience (a plus)

Driver's license preferred

Tools

EMS Scheduling system

Time and Attendance Systems

Google Docs

Microsoft Office

Job description

Cataldo Ambulance Service is seeking a Part Time Scheduling Coordinator to assist in the staffing and scheduling of field based EMT's and Paramedics.

This is an onsite role located in our Malden Communications Center. The position provides evening coverage with a regular schedule of Monday - Thursday 3:30pm - 8:30pm

The Scheduling Coordinator is responsible for ensuring proper staffing configurations are met each day, allowing ambulance operations to provide exceptional care for all 911, hospital, and special event contractual obligations. Ensuring accurate and complete daily/future scheduling of all hourly field employees. Working closely with field team members to set their work schedule, approve time off requests, ensure hours worked policy requirements are being adhered to, and maintain reporting in computerized scheduling system. This highly collaborative position will work closely with business managers to communicate available staffing levels and with human resources to inform hiring needs.

Key Responsibilities

• Build, publish and manage employee schedules using EMS Scheduling system to ensure adequate coverage across all shifts and locations.
• Ensure all ambulance shifts are assigned and staffed with appropriate experience, skill level, and certification for each unit.
• Process submitted staffing requests for shift swaps, giveaways and call outs on a daily basis, approving or communicating denials within the same day and allocating alternative staffing or utilizing per diem staff to fill open shifts.
• Manages time off requests and approves or denies requests based on staffing levels for each day.
• Proactively contacts and works with field team members to set schedule based on business need and team member location.
• Ensuring all scheduled staff hold valid MA Certifications as required, communicating expired staff proactively and ensuring removal from shifts as required and providing notice to operations and clinical services upon occurrence and regular reporting.
• Completes all scheduling and staffing status changes within the system accurately and upon approval notice receipt, ensuring changes are made within the appropriate effective date and pay period.
• Tracks number of hours worked each week for team members and ensures hours worked meets policy requirements for each team member.
• Works directly with dispatch on a regular basis to complete pairings and employee moves based on business needs.
• Works daily with field supervisors to ensure next shifts schedule is set and appropriate employees are notified of any moves that are required.
• Tracks holiday scheduling and ensures each team member meets holiday staffing policy requirements.
• Maintains computerized scheduling system accurately and efficiently according to each employees FTE and weekly hour requirements.
• Monitors staff Overtime, ensuring adherence to Massachusetts Labor Laws, and assists in maintaining accurate timesheets for approvals.
• Generating staffing and attendance reports for leadership and Operations, often tracking KPI’s like response time coverage and shift fill rates.
• Reports staffing levels to operations management and human resources to communicate any outstanding needs.
• Assisting dispatch when needed and other functions and or duties as assigned
• Maintains knowledge of and complies with all company policies, procedures, and guidelines at all times.
• Must maintain a reliable attendance record
• Completes other duties as requested and assigned

Education

• High school diploma or GED equivalent.

Licensure, Certification, Registration

• EMT or Ambulance Operations experience, a plus
• Current valid driver’s license preferred, not required

Experience

• 1-3 years of Scheduling, Administrative, Dispatch experience preferably within an EMS, medical, public safety environment work related experience required.
• Experience with Scheduling software and Time and Attendance Systems required, including web-based applications and some Microsoft Office applications preferred.

Knowledge, Skills and Abilities

• Strong computer skills and demonstrated experience with Microsoft Office Suite and Google Documents
• Ability to handle confidential and sensitive matters in a professional manner
• Detail oriented with the ability to multi-task
• Strong analytical and critical thinking skills
• Exceptional communication and customer service skills required
• Communicate effectively, both verbally and in writing; ability to understand and carry out verbal and written instructions.
• Ability to exercise sound judgment and discretion at all times
• Ability to work in an office setting on a full time basis with occasional weekend coverage

Requirements

• Must be 18 years of age
• Ability to meet the essential duties and physical, mental and sensory requirements of the position at all times.
• Comply with UDS drug screening at any and all times
• Satisfactory background check and MA CORI (Criminal Offender Record Information), verification required annually.
• Day, Evening, Overnight, Weekends and Holidays may be required.

Physical Requirements

Primarily sedentary work within an office, computer workstation environment. Fine finger dexterity, repetitive wrist motion regarding computers and dispatch terminal work for prolonged periods of time. Light tasks may require 10-25lbs for lifting, carrying, and push-pull. Ability to work in environment with constant phone/radio calls, interruptions, and deadlines. Environment is fast paced, high stress communication center. Requires nights, weekends and holidays.