Scheduling Manager

Vista Life Innovations; Madison (CT); On-site; USD 52,000 - 70,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

403(b) with employer contributions and

Paid time off

Job summary

Vista Life Innovations is seeking a Scheduling Manager to coordinate staff schedules for coverage across services. The role ensures reliable service delivery by supervising Per Diem staff and Cross Program Instructors, and by communicating clearly with students, members, staff, and partners.

The position offers a chance to support independence for adults with disabilities and to contribute to a person-centered program. Strong organization and teamwork are essential.

Qualifications

• Bachelor’s degree with 3 years experience in human services administration, program coordination, scheduling, logistics, and staff supervision.
• Proficiency with Microsoft Office, scheduling software, case management systems, and workforce scheduling platforms.
• Prior experience supervising, leading, or coordinating per diem/variable staff.
• Valid driver’s license with ability to transport students/members.
• CPR, First Aid, and PMT certification, or ability to obtain within 90 days of hire.

Responsibilities

• Coordinate and communicate staff schedules and coverage across departments, resolving conflicts and arranging substitute coverage.
• Train and supervise Per Diems and Cross Program Instructor, serving as their primary contact.
• Approve timesheets, monitor staff hours, and provide feedback to support engagement and retention.
• Track staffing patterns, cancellations, billing information, and follow-up scheduling needs across multiple platforms.
• Serve as a responsive, professional point of contact for scheduling questions from staff and partners.

Skills

Staff supervision

Scheduling coordination

Communication

Education

Bachelor's degree

Tools

Microsoft Office

Outlook

Scheduling software

Case management systems

Workforce scheduling platforms

Job description

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.

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.