Scheduling Manager

Vista; Madison (CT); On-site; USD 55,000 - 67,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

Life/AD&D insurance

Long-term disability

403(b) match

Paid time off

Employee Assistance Program

Wellness program

Job summary

Vista Life Innovations seeks a Scheduling Manager to coordinate staff schedules across services and ensure reliable coverage. You will oversee scheduling systems, supervise Per Diem employees and Cross Program Instructor, and liaise with students, staff, and community partners to support consistent service delivery.

The role requires a 3+ year background in human services administration and scheduling, plus proficiency with Office tools and scheduling platforms.

Qualifications

• Bachelor’s degree with three years related experience in human services administration, program coordination, scheduling, logistics, and staff supervision.
• Proficiency with Microsoft Office, Outlook, internet-based tools, scheduling software, case management systems, and workforce scheduling platforms.
• Prior experience supervising, leading, or coordinating per diem/variable staff.

Responsibilities

• Coordinate and communicate staff schedules and coverage needs across departments, resolving conflicts, arranging substitute coverage, and providing direct coverage when necessary to support consistent daily operations.
• Train, and supervise Per Diems and Cross Program Instructor, serving as their primary point of contact.
• Approve timesheets, monitor staff hours, and provide ongoing feedback to support instructor engagement, accountability, and retention.
• Track staffing patterns, cancellations, billing information, and follow-up scheduling needs; maintain accurate records across multiple platforms.
• Serve as a responsive, professional point of contact for scheduling questions and concerns from staff, students/members, counselors, and community partners.

Skills

Scheduling

Staff supervision

Program coordination

Logistics

Human services administration

Education

Bachelor’s degree

Tools

Microsoft Office

Outlook

Scheduling software

Case management systems

Workforce scheduling platforms

Job description

If you're looking for a role where you can make a positive impact and build meaningful connections,we want to hear from you!

We offer Full Time, Part Time and Per Diem positions with flexible work hours available.

For more than 35 years, Vista Life Innovations has supported adults with disabilities in building independent lives, finding meaningful work, and becoming active members of their communities. Our programs are grounded in a person-centered philosophy, meeting each individual where they are and supporting them toward greater independence at every stage of life.

The Role

Vista is seeking a Scheduling Manager to coordinate staff schedules for coverage across services.

The Scheduling Manager oversees scheduling systems, resolves coverage, supervises Per Diem employees and Cross Program Instructor (Floater) and communicates clearly with students, members, staff, and community partners to support reliable service delivery.

What You’ll Do

• Coordinate and communicate staff schedules and coverage needs across departments, resolving conflicts, arranging substitute coverage, and providing direct coverage when necessary to support consistent daily operations.
• Train, and supervise Per Diems and Cross Program Instructor, serving as their primary point of contact.
• Approve timesheets, monitor staff hours, and provide ongoing feedback to support instructor engagement, accountability, and retention.
• Track staffing patterns, cancellations, billing information, and follow-up scheduling needs; maintain accurate records across multiple platforms.
• Serve as a responsive, professional point of contact for scheduling questions and concerns from staff, students/members, counselors, and community partners.

What We’re Looking For

• Bachelor’s degree with three years of related experience in human services administration, program coordination, scheduling, logistics, and staff supervision.
• Proficiency with Microsoft Office, Outlook, internet-based tools, scheduling software, case management systems, and workforce scheduling platforms.
• Prior experience supervising, leading, or coordinating per diem/variable staff.
• Valid driver’s license with an acceptable driving record as defined by Vista; ability to transport students and members in a personal or Vista vehicle to community sites in varied settings and weather conditions.
• CPR, First Aid, and PMT certification, or ability to obtain required certifications within 90 days of hire.

Why Vista

This role offers the opportunity to make a meaningful impact by coordinating schedules to ensure consistent and reliable coverage across the organization, so students/members receive necessary services.

We offer a competitive benefits package including medical, dental, and vision insurance; company-paid life and AD&D coverage; long-term disability; a 403(b) with employer contributions and match; generous accrued PTO; an Employee Assistance Program; and a wellness incentive program. A full benefits summary is available upon request.

• Medical, dental, and vision insurance
• Company-paid life and AD&D coverage
• Long‑term disability
• 403(b) with employer contributions and match
• Generous accrued PTO
• Employee Assistance Program
• Wellness incentive program
• A full benefits summary is available upon request

Salary: $61,200 annually
Location: Westbrook, CT | Status: Full-time, Exempt, Monday-Friday 9am-5pm
Reports to: Senior Director of Engage Services

Vista Life Innovations is an equal opportunity employer committed to building a team that reflects the diversity of the communities we serve.

Please visit our website for more information about Vista Life Innovations and our career opportunities.