Visiting Angels – Scheduler Position

Visiting Angels - Bridgeport, WV; Bridgeport (WV); On-site; USD 38,000 - 52,000; Full time

Job summary

Visiting Angels in Bridgeport, WV is seeking a dedicated Scheduler to coordinate client and caregiver schedules, ensure shifts are staffed, and maintain accurate scheduling records to support continuity of care. You will communicate with clients, families, and staff, manage files in scheduling software, and perform light administrative tasks while upholding confidentiality and professional standards.

The role requires strong organization, reliability, and ability to respond calmly to scheduling

Qualifications

• Four-year college degree preferred.
• Minimum one year of office experience; home care industry experience strongly preferred.
• Proficiency in Microsoft Office and scheduling or home-care software systems.
• Excellent communication skills—clear, professional, and diplomatic in both writing and speech.
• Reliable transportation required.
• Must successfully complete background checks, drug/alcohol testing, health screenings, and all compliance requirements.

Responsibilities

• Schedule caregiving staff based on competencies, client needs, and staff availability.
• Maintain daily and weekly staffing schedules; update real-time schedules.
• Enter and maintain client and caregiver information in scheduling software.
• Monitor clock-ins/outs and assist with payroll/billing accuracy.
• Generate reports on hours, overtime, and scheduling metrics.
• Support office operations: answer phones and greet visitors.
• Build positive relationships with clients, families, caregivers, and referral sources.
• Respond calmly to scheduling emergencies or unexpected staffing needs.
• Demonstrate professionalism, confidentiality, and customer service at all times.

Skills

Microsoft Office

Scheduling software

Home-care software

Communication skills

Customer service

Education

Four-year college degree

Job description

Visiting Angels is seeking a dedicated and detail-oriented Scheduler to join our Bridgeport, WV team.
The Scheduler is responsible for coordinating schedules between clients and caregivers, ensuring all shifts are staffed appropriately, maintaining accurate scheduling records, and supporting continuity of care through effective communication and organization.

Principal Accountabilities and Essential Functions:

The Scheduler has accountability for the following functions/tasks:

Scheduling & Staffing:

• Use judgment and discretion to efficiently schedule caregiving staff based on competencies, client needs, and staff availability.
• Maintain daily and weekly staffing schedules to ensure consistent and quality care for all clients.
• Update computer schedules in real time to reflect changes, additions, or cancellations.
• Regularly communicate with caregivers and clients regarding scheduling updates, new assignments, shift changes, and coverage needs.
• Make exhaustive efforts to fill open shifts and notify the direct supervisor of remaining openings.

Administrative Responsibilities:

• Enter and maintain accurate client and caregiver information within the scheduling software.
• Monitor telephony logs daily and correct missed or erroneous clock-ins/outs to ensure accurate payroll and billing processing.
• Generate reports on filled vs. unfilled hours, overtime, and related scheduling metrics for supervisor review.
• Maintain documentation of schedule-related issues, client updates, caregiver communications, and other pertinent information to ensure continuity of care.
• Support office operations by answering phones, greeting visitors, and assisting with basic administrative tasks as needed.

Communication & Customer Service:

• Build and maintain positive relationships with clients, families, caregivers, and referral sources.
• Respond professionally and calmly to scheduling emergencies or unexpected staffing needs.
• Clearly communicate Visiting Angels’ policies and regulations to caregiving staff.
• Address concerns promptly and collaborate with the team to resolve scheduling gaps or conflicts.

Professional Expectations:

• Maintain a high level of professionalism, confidentiality, and customer service at all times.
• Use strong time-management, problem-solving, and organizational skills to balance multiple tasks simultaneously.
• Support procedural changes and communicate them effectively to staff.
• Demonstrate self-motivation, flexibility, and the ability to work independently with minimal supervision.
• Ensure compliance with all federal, state, and company regulations.
• Maintain regular and predictable attendance and present a well-groomed, professional image.

Required Job Knowledge and Skills:

• Four-year college degree preferred.
• Minimum one year of experience in an office setting; home care industry experience strongly preferred.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) and scheduling or home-care software systems.
• Excellent communication skills—clear, professional, and diplomatic in both writing and speech.
• Ability to listen effectively and manage conversations with tact and empathy.
• Reliable transportation required.
• Must successfully complete background checks, drug/alcohol testing, health screenings, and all compliance requirements.

Physical/Environmental Demands:

• Ability to lift, push, or pull up to 10 lbs.
• Ability to sit, stand, walk, bend, reach, and climb stairs as needed throughout the workday.
• Must be able to see and hear or use prosthetics that adequately allow performance of essential job duties.