Staffing Manager

Happy-to-Help-Caregivin; Pocatello (ID); On-site; USD 42,000 - 56,000; Full time

Job summary

Happy to Help Caregiving is seeking a Scheduling Coordinator to manage caregiver schedules, respond to staffing interruptions, and coordinate replacements to ensure consistent client care.

The role involves clear communication with families, clients, and office teams, maintaining documentation, and supporting payroll and EVV processes as needed. Experience with scheduling software is a plus.

Qualifications

• Experience in staffing, scheduling, healthcare coordination, home care, office management, or customer service preferred.
• Strong scheduling, organization, and time-management skills.
• Excellent verbal and written communication; calm under pressure.

Responsibilities

• Build, maintain, and adjust caregiver schedules based on client needs and availability.
• Respond promptly to call-outs, late arrivals, and coverage gaps; coordinate replacements.
• Communicate schedule changes clearly with caregivers, clients, and families.

Skills

Staffing

Scheduling

Healthcare coordination

Home care

Office management

Customer service

Related field

Tools

AxisCare

Rippling

EVV systems

Job description

Happy to Help Caregiving provides compassionate, non-medical in-home care that helps clients remain safe, comfortable, and independent in the place they know best: home. We support families through companionship, personal care, respite care, and veteran-focused services, always with an emphasis on dignity, respect, and dependable support. Our goal is to provide care that feels personal, professional, and responsive to each client’s unique needs, preferences, and daily routines.

At Happy to Help, we believe great care is built on trust, consistency, and meaningful human connection. Our caregivers play an essential role in helping clients maintain quality of life at home while offering families peace of mind and reliable support. We are proud to build local care teams that show up with kindness, professionalism, and heart, and we value caregivers who are committed to making a real difference in the lives of others every day.

Key Responsibilities

• Build, maintain, and adjust caregiver schedules based on client needs, caregiver availability, approved service areas, qualifications, transportation limitations, and client-specific requirements.
• Respond promptly to caregiver call-outs, late arrivals, early departures, missed visits, coverage gaps, and other service interruptions.
• Locate and coordinate replacement caregivers to maintain consistent client care.
• Communicate schedule confirmations, changes, expectations, and client-specific information clearly and professionally.
• Serve as a primary point of contact for caregivers, clients, families, and members of the office team.
• Monitor open visits, staffing shortages, caregiver availability, and upcoming coverage risks.
• Review and address missed punches, manual time entries, EVV exceptions, scheduling discrepancies, mileage submissions, travel time, and other timekeeping concerns.
• Support care-note verification and payroll-readiness processes as assigned.
• Identify and promptly escalate changes in client condition, falls, injuries, hospitalizations, medication concerns, unsafe conditions, boundary concerns, complaints, suspected abuse, neglect, or exploitation, and other priority care concerns.
• Ensure caregivers receive relevant, factual safety information before accepting assignments with known risks or behavioral concerns.
• Support caregivers who report unsafe, inappropriate, or out-of-scope working conditions.
• Maintain accurate and timely documentation in AxisCare and other company-approved systems.
• Coordinate with the Recruiting Manager and branch leadership regarding staffing shortages, caregiver availability, and urgent hiring needs.
• Follow company policies related to client safety, caregiver safety, confidentiality, privacy, wage-and-hour requirements, transportation, and documentation.
• Participate in scheduled on-call coverage and remain reachable and able to access necessary systems while assigned.
• Protect confidential client, employee, payroll, and company information.

Qualifications

• Previous experience in staffing, scheduling, healthcare coordination, home care, office management, customer service, or a related field is preferred.
• Strong scheduling, organization, and time-management skills.
• Excellent verbal and written communication skills.
• Ability to remain calm and professional during call-outs, staffing emergencies, and rapidly changing situations.
• Strong attention to detail and commitment to accurate documentation.
• Ability to manage multiple priorities and follow through on time-sensitive responsibilities.
• Sound judgment and the ability to recognize when a concern requires immediate escalation.
• Comfortable communicating by phone with caregivers, clients, families, and company leadership.
• Ability to learn and confidently use scheduling, EVV, payroll, and communication systems.
• Reliable attendance and availability for scheduled on-call responsibilities.
• Ability to handle sensitive and confidential information appropriately.
• Experience with AxisCare, Rippling, EVV systems, or home-care scheduling is helpful but not required.