Scheduling & Staffing Coordinator

Wellpointe Family of Companies; Fresno (CA); On-site; USD 52,000 - 65,000; Full time

Job summary

Staff2You CV, LLC, in Fresno, CA, is seeking a Scheduling and Staffing Coordinator to support the Regional Scheduling and Planning Manager across multiple assisted living communities. You will help create, maintain, and optimize staff schedules to meet resident care needs and regulatory requirements.

Ideal applicants have 1–3 years' experience in staff scheduling or workforce management, familiarity with scheduling software (TCP/Humanity), and strong Excel skills.

Qualifications

• Associate’s degree in Business Administration, Human Resources, or related field preferred; equivalent work experience accepted.
• 1–3 years of experience in staff scheduling, workforce management, or administrative support, preferably in healthcare or senior living.
• Familiarity with scheduling and timekeeping software systems.

Responsibilities

• Develop and maintain accurate staff schedules across multiple locations with adequate shift coverage.
• Track staffing patterns, open shifts, and overtime; prepare weekly/monthly leadership reports.
• Serve as central contact for scheduling inquiries via Slack, text, HeyMarket, etc.
• Support scheduling software (TCP/Humanity): data entry, reporting, and accuracy.
• Adjust schedules for call-outs, vacations, or census changes with minimal disruption.
• Ensure staffing aligns with state regulations, labor laws, and internal policies including breaks.
• Identify opportunities to streamline scheduling processes and improve staff satisfaction.

Skills

Strong organizational and analytical

Microsoft Excel

Scheduling platforms

Communication and problem-solving

Attention to detail

Education

Associate’s degree in Business Administration

Tools

TCP/Humanity

Job description

Job Title: Scheduling and Staffing Coordinator

Reports To: Regional Scheduling and Planning Manager

Location: Fresno, CA

ABOUT STAFF2YOU CV, LLC

Staff2You CV, LLC is a staffing and employment company dedicated to supporting the operations of Fresno Guest Homes. Employees of Staff2You CV, LLC are leased to Fresno Guest Homes to provide care and support services to its residents, ensuring seamless integration into the high-quality care standards upheld by Fresno Guest Homes.

ABOUT FRESNO GUEST HOMES

Fresno Guest Homes is a leading provider of affordable, boutique-style residential assisted living services in Fresno, CA that specializes in offering a coordinated and integrated system of care to high-acuity older adults with multiple chronic illnesses, including Alzheimer’s and other dementia.

Fresno Guest Homes differentiates itself by providing complex care and medical services coordination in a home-like environment, communicating effectively, and making resident and family satisfaction its top priority.

Position Summary

The Scheduling and Staffing Coordinator provides administrative and operational support to the Regional Scheduling and Planning Manager in the creation, maintenance, and optimization of staffing schedules across all assisted living communities. This role helps ensure that each location is appropriately staffed to meet resident care needs, regulatory requirements, and operational efficiency goals. The coordinator acts as a key liaison between community leadership, HR, and operations teams to manage scheduling adjustments, call-outs, track attendance data, and identify staffing trends.

Key Responsibilities

• Scheduling Support: Assist in developing and maintaining accurate staff schedules for multiple locations, ensuring adequate coverage across all shifts and departments.
• Data Monitoring and Reporting: Track staffing patterns, open shifts, and overtime to identify trends or issues. Prepare and distribute weekly and monthly reports to leadership; monitor employee attendance against policy.
• Coordination and Communication: Serve as a central point of contact for scheduling inquiries and changes from community managers, department heads, and staff. Methods of communication can include, but not limited to: Slack, text messaging, HeyMarket, etc.
• System Administration: Support the use of scheduling software (TCP/Humanity), including entering updates, running reports, and ensuring data accuracy.
• Staffing Adjustments: Collaborate with managers to adjust schedules due to call-outs, vacations, or census changes, ensuring minimal disruption to care operations.
• Compliance and Policy Support: Ensure all staffing aligns with state regulations, labor laws, and internal policies, including meal/rest breaks and overtime management. Ability to have difficult conversations, support in disciplinary action of verbal warnings, written warning, employee suspensions and/or terminations. Ability to coach, train and educate staff on policies.
• Process Improvement: Assist in identifying opportunities to streamline scheduling processes and improve staff satisfaction and retention through efficient scheduling practices.

Qualifications

Education: Associate’s degree in Business Administration, Human Resources, or related field preferred. Equivalent work experience accepted.

• Experience:
  • 1–3 years of experience in staff scheduling, workforce management, or administrative support, preferably in healthcare or senior living.
  • Familiarity with scheduling and timekeeping software systems.
• Skills:
  • Strong organizational and analytical skills
  • Proficiency in Microsoft Excel and scheduling platforms
  • Excellent communication and problem-solving abilities
  • Attention to detail and ability to manage multiple priorities

Preferred Attributes

• Experience working in assisted living, long-term care, or healthcare settings
• Ability to work independently and as part of a regional team
• High level of professionalism and discretion with sensitive employee information