Workforce Management Specialist

TimelyCare; Fort Worth (TX); On-site; USD 65,000 - 75,000; Full time

Benefits offered by this job

Paid holidays

Flexible PTO

Quarterly bonus

Health insurance

Life insurance

401(k) with match

TimelyCare access

Job summary

TimelyCare, a clinically accountable virtual care provider, is seeking a Workforce Management Specialist to own scheduling for on-demand care services and develop training resources to scale provider readiness. You’ll monitor metrics, identify risks, and partner with provider services to continuously improve workflows.

You will build schedules, onboard new hires, and collaborate with clinicians to ensure coverage and quality care.

Qualifications

• Bachelor’s degree in Business, Operations Management, Healthcare Administration, or related field, or equivalent hands-on experience in scheduling, workforce coordination, or operations
• 3 years of experience in operations, scheduling, workforce coordination, or a related field, ideally in a healthcare or telehealth setting
• Demonstrated ability to own complex scheduling or staffing processes end-to-end, including managing change and daily exceptions with minimal oversight
• Strong analytical and problem-solving skills with the ability to synthesize operational data into actionable insights
• Proficiency in data tools such as Excel or Google Sheets, and comfort with BI platforms (Looker, Tableau, Power BI)
• Experience utilizing workforce management and scheduling platforms (Deputy, UKG, When I Work, Shiftboard, or similar systems) to build, manage, and optimize provider schedules
• Strong written and verbal communication skills, with the ability to develop clear, audience-appropriate training materials and operational documentation
• Strong provider-facing communication skills, with experience partnering with clinicians regarding scheduling, coverage, operational updates, and workforce coordination needs
• Exceptional attention to detail and a proactive approach to identifying and resolving issues
• Comfortable managing multiple priorities simultaneously in a fast-paced environment
• Self-starter with a genuine interest in improving the systems and resources you own
• Skilled at cross-functional collaboration, with a demonstrated ability to build working relationships across departments

Responsibilities

• Own the creation, maintenance, and continuous improvement of provider schedules for on-demand care services
• Build monthly schedules with accuracy and lead time, and manage daily operational realities including PTO requests, coverage gaps, new hire onboarding, and provider transitions
• Proactively identify and resolve coverage risks before they affect care availability
• In partnership with the Provider Services team, develop, maintain, and continuously improve operational resources and training materials
• Audit existing materials regularly, identify gaps, and update resources
• Conduct live training sessions for new providers and build scalable resources over time
• Track and analyze key scheduling and coverage metrics across care delivery functions
• Surface trends, flag anomalies, and deliver actionable recommendations that inform scheduling decisions
• Build and maintain reports and dashboards that give leadership real-time visibility into coverage health
• Monitor provider network capacity for on-demand services, identifying gaps and optimization opportunities
• Collaborate on demand forecasting models to align provider coverage with projected care demand
• Assist with provider incentive program tracking and reporting
• Analyze program impact on engagement, productivity, and care outcomes
• Identify inefficiencies in scheduling workflows, training processes, and reporting pipelines; recommend improvements
• Ensure data integrity across systems, resolving discrepancies
• Translate scheduling data into clear summaries and visualizations for non-technical audiences
• Support high-priority strategic initiatives with operational perspective

Skills

Scheduling expertise

Operational ownership

Data analysis

Cross-functional collaboration

Communication skills

Problem solving

Education

Bachelor’s degree in Business, Operations Management, Healthcare Administration, or related field

Equivalent hands-on scheduling/operations experience

Tools

Excel

Google Sheets

Looker

Tableau

Power BI

Deputy

UKG

When I Work

Shiftboard

Job description

TimelyCare TimelyCare is a clinically accountable virtual care provider built specifically for education. Trusted by nearly 500 campuses across the U.S., TimelyCare combines URAC-accredited clinical standards with a measurement-based approach and a partnership-first model to help institutions champion well-being with clarity, accountability, and real-world impact. Through a seamless, easy-to-access platform, TimelyCare offers a comprehensive range of services, including a crisis line, mental health counseling, on-demand emotional support, medical care, psychiatric care, health coaching, success coaching, basic needs assistance, faculty and staff guidance, peer support, and self-guided wellness tools. TimelyCare drives clinically validated improvements in depression and anxiety, supporting healthier learning environments.

The Role

The Workforce Management Specialist (Internally known as the Care Scheduling & Operations Specialist) is the operational backbone of TimelyCare’s care delivery scheduling function. This role owns the end-to-end scheduling process for our on-demand care services while also developing and maintaining the operational resources and training materials that set providers up for success. You’ll combine strong operational instincts with data fluency to keep our provider network running smoothly, surface issues before they become problems, and continuously improve the systems and resources you own. This is a high-ownership role for someone who takes pride in running a tight operation and wants to grow alongside a team that’s expanding fast.

What You’ll Do

Schedule Ownership & Daily Operations

• Own the creation, maintenance, and continuous improvement of provider schedules for on-demand care services.
• Build monthly schedules with accuracy and lead time, and manage the daily operational realities that come with them, including PTO requests, coverage gaps, new hire onboarding, and provider transitions.
• Proactively identify and resolve coverage risks before they affect care availability.

Provider Training Resource Development & Maintenance

• In partnership with the Provider Services team, develop, maintain, and continuously improve operational resources and training materials that support provider readiness for on-demand care services.
• Audit existing materials regularly, identify gaps, and take initiative to update or rebuild resources that have fallen out of date.
• Conduct live training sessions for new providers as needed, and work toward building resources that make those sessions more effective and scalable over time.

Operational Metrics & Performance Monitoring

• Track and analyze key scheduling and coverage metrics across care delivery functions.
• Surface trends, flag anomalies, and deliver actionable recommendations that inform scheduling decisions and staffing strategy.
• Build and maintain reports and dashboards that give operational leadership real-time visibility into coverage health.

Network Capacity Monitoring

• Monitor provider network capacity for on-demand services, identifying gaps and optimization opportunities in partnership with Service Line Leaders.

Demand Forecasting Support

• Collaborate with the Director of Operational Excellence to support demand forecasting models that ensure provider coverage aligns with projected care demand, minimizing wait times and maximizing member satisfaction.

Incentive Program Tracking & Analysis

• Assist with provider incentive program tracking and reporting.
• Analyze program impact on engagement, productivity, and care outcomes to support program design and evaluation.

Process Improvement & Automation

• Identify inefficiencies in scheduling workflows, training processes, and reporting pipelines. Recommend and implement improvements that enhance operational speed, accuracy, and scalability, including automation opportunities where appropriate.

Data Integrity

• Ensure the accuracy and consistency of scheduling and operational data across systems, resolving discrepancies and flagging issues that affect reporting or coverage decisions.

Stakeholder Communication

• Translate complex scheduling data and operational insights into clear summaries and visualizations for non-technical audiences, supporting informed decision-making across the Care department.

Strategic Initiative Support

• As bandwidth allows, assist with data collection, analysis, and project support for high-priority strategic initiatives. Contribute operational perspective to cross-functional planning efforts.

What You Bring

• Bachelor’s degree in Business, Operations Management, Healthcare Administration, or a related field, or equivalent hands-on experience in scheduling, workforce coordination, or operations
• 3 years of experience in operations, scheduling, workforce coordination, or a related field, ideally in a healthcare or telehealth setting
• Demonstrated ability to own complex scheduling or staffing processes end-to-end, including managing change and daily exceptions with minimal oversight
• Strong analytical and problem‑solving skills with the ability to synthesize operational data into actionable insights
• Proficiency in data tools such as Excel or Google Sheets, and comfort with BI platforms (e.g., Looker, Tableau, Power BI)
• Experience utilizing workforce management and scheduling platforms (e.g., Deputy, UKG, When I Work, Shiftboard, or similar systems) to build, manage, and optimize provider schedules.
• Strong written and verbal communication skills, with the ability to develop clear, audience‑appropriate training materials and operational documentation
• Strong provider‑facing communication skills, with experience partnering with clinicians (e.g., mental health counselors, nurse practitioners, and physicians) regarding scheduling, coverage, operational updates, and workforce coordination needs.
• Exceptional attention to detail and a proactive approach to identifying and resolving issues before they escalat
• Comfortable managing multiple priorities simultaneously in a fast‑paced, dynamic environment
• Self‑starter with a genuine interest in improving the systems and resources you own, not just maintaining them
• Skilled at cross‑functional collaboration, with a demonstrated ability to build working relationships across departments

Benefits Perks

• Paid Company Holidays No work on your birthday!
• Flexible PTO Volunteer Time Off (VTO) as an organization to give back to the community
• Variable bonus eligibility on a quarterly basis
• Company-sponsored Health Insurance (Medical, Dental, Vision) Pet Insurance
• Company-paid group Life Insurance Company-paid Short Term Disability
• Concierge benefit support services
• 401(k) with employer match
• Free access to TimelyCare virtual medical and mental health support
• Mission-Driven Purpose with a Supportive Team Culture

The salary range for this opportunity is $65,000-$75,000 per year, depending on education and experience. This is the base pay. You will be eligible for a discretionary bonus in addition to the base pay, to be discussed during the interview process. TimelyCare provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

We may use artificial intelligence (AI) tools to support parts of the hiring process, such as reviewing applications, analyzing resumes, or assessing responses. These tools assist our recruitment team but do not replace human judgment. Final hiring decisions are ultimately made by humans. If you would like more information about how your data is processed, please contact us.