Scheduling Specialist - Plaza

Vivie; Anoka (MN); On-site; USD 29,000 - 33,000; Full time

Benefits offered by this job

Competitive pay

Employer-matched retirement

Pay-on-demand

Health benefits

PTO & holidays

Career growth scholarships

Training & development

Work-life benefits

Modern technology

Job summary

Vivie is seeking a Scheduling Specialist in Minnesota to build and maintain staff schedules for multiple care communities. This on-site role supports daily staffing levels, assists with payroll processing, and uses UKG to ensure accurate schedules and timely updates.

The position requires at least 2 years in healthcare scheduling, strong organizational and communication skills, and the ability to manage multiple priorities in a fast-paced environment.

Qualifications

• Experience in healthcare scheduling or staffing coordination.
• Proven ability to manage multiple priorities and communicate clearly.
• Familiarity with scheduling processes and compliance requirements.

Responsibilities

• Coordinate and maintain staff schedules for assigned buildings using UKG, manage schedule changes and open shifts.
• Update rotational schedules and monitor coverage, communicating staffing gaps.
• Collaborate with site leadership and HR on staffing needs and coverage concerns.
• Provide scheduling support across buildings during Absences or time off.
• Maintain accurate schedules and documentation while following SOPs and payroll processes.
• Other duties as assigned.

Skills

Strong organizational skills

Effective communication

Customer service mindset

Multitasking

Education

High school diploma or equivalent; associate or bachelor’s degree preferred

Tools

UKG scheduling software

Job description

Schedule: Full Time | Monday - Friday | 8am - 4:30pm | On-Site

Pay Range: $21-$24/ hour (non-exempt), based on location, experience, and qualifications

Why You’ll Love Working at Vivie

• Competitive pay with employer-matched retirement and pay-on-demand


• Comprehensive health and wellbeing benefits


• Generous PTO and paid holidays


• Career growth with scholarships, training, and professional development


• Work-life benefits and modern technology that make your day easier

As a Scheduling Specialist, you’ll play a key role in supporting our care teams by developing and maintaining unit schedules, managing daily staffing levels, and assisting with payroll processing for assigned communities. You’ll use technology and communication to anticipate needs, solve problems, and ensure team members are positioned for success.

As a Scheduling Specialist, You Will

• Coordinate & Maintain Schedules - Build and maintain staff schedules for assigned buildings using UKG, manage schedule changes, time-off requests, swaps, and open shifts, while ensuring schedules are accurate, timely, and aligned with staffing needs and scheduling processes.


• Maintain Rotational Scheduling & Coverage - Update and manage rotational schedules, monitor open shifts, support shift coverage needs, and communicate staffing gaps through UKG Talk, Teams, text, and targeted outreach


• Partner with Leadership on Staffing Needs - Communicate regularly with site leadership and HR regarding staffing needs, schedule changes, open positions, and coverage concerns while escalating unresolved staffing issues or minimum staffing risks when needed.


• Provide Scheduling Support Across Buildings - Support assigned buildings with scheduling coverage during team absences, time off requests, or other operational staffing needs.


• Ensure Compliance, Accuracy & Documentation - Maintain accurate schedules, staffing updates, and UKG documentation while following scheduling protocols, timelines, and established SOPs to support operational needs, payroll accuracy, consistent practices, and regulatory compliance.


• Other Duties as Assigned - The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

This Job Also Requires

• High school diploma or equivalent; associate or bachelor’s degree preferred.


• Minimum of 2 years of experience in healthcare scheduling, preferably in a 24/7 environment.


• Strong skills in organization, time management, communication, and customer service.


• Ability to manage multiple priorities, multitask effectively, and adapt in a fast-paced environment.


• Experience with spreadsheets and scheduling software.


• Ability to pass state mandated background checks.


• Physical capability to perform all essential job functions.


• Ability to read, write, and speak English to ensure effective communication with team members, residents, and visitors.

Additional Details

• Employment Type: Hourly, Non-Exempt


• Department: Administration


• Travel Requirements: Some


• This role does not include supervisory responsibilities.

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.