Workforce Scheduling Specialist

Talentoma; Oregon; Remote; USD 39,000 - 50,000; Full time

Benefits offered by this job

Health coverage

Paid leave

401(k)

Bonus opportunities

Stipends

Job summary

Talentoma is seeking a Workforce Scheduling Specialist to join our remote team. You will manage scheduling queues, verify availability, and coordinate with supervisors to maintain accurate staffing for expected workloads.

Based in Oregon, this fully remote role requires a 40-hour week with flexible days and shifts. You will use UKG and Teams to publish changes, document approvals, and keep stakeholders informed, driving schedule accuracy and timely follow-ups.

Qualifications

• Clear written and verbal communication.
• Ability to learn and use workforce scheduling systems.
• Experience coordinating schedules with supervisors and teams.

Responsibilities

• Review scheduling requests and separate routine changes from urgent coverage.
• Check availability, hours, skills, and supervisor instructions before updates.
• Maintain shift assignments in UKG and record changes with reasons.
• Compare staffing against forecasts to identify gaps or overlaps.
• Prepare revised shift options that preserve coverage and avoid conflicts.
• Obtain supervisor approval before publishing changes.
• Notify affected employees and supervisors of changes via Teams and explain timelines.
• Follow up on unanswered questions and pending approvals.
• Review attendance updates and flag discrepancies for planning.
• Close requests with clear next steps and notes.

Skills

Clear written communication

Verbal communication

Attention to detail

Time management

Problem solving

Education

High school diploma or equivalent

Tools

UKG

Microsoft Teams

Job description

Workforce Scheduling Specialist

Monthly Pay

$3,531 - $4,457 USD per month

Summary

Each shift begins with the scheduling queue: employee availability updates, shift requests, and coverage gaps needing attention. As a Workforce Scheduling Specialist, you keep staffing schedules accurate so teams can meet expected workloads without avoidable disruptions. You sit within the workforce planning team, work under a workforce scheduling team lead, and coordinate with employees, supervisors, and operations managers. This fully remote position lets you work from home in Oregon, United States, while supporting daily staffing coordination through shared systems. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities

• Review incoming scheduling requests through the shared queue and email, separating routine changes from urgent coverage issues before beginning updates.
• Check employee availability, assigned hours, required skills, and supervisor instructions against the current staffing plan before proposing schedule adjustments.
• Maintain shift assignments in a workforce management system such as UKG, recording approved changes and the reason for each adjustment.
• Compare scheduled staffing with workload forecasts and expected demand, identifying gaps or overlapping assignments for review with the workforce scheduling team lead.
• Prepare revised shift options within established scheduling guidelines, checking that proposed changes preserve required coverage and avoid conflicting employee assignments.
• Obtain supervisor approval when required before publishing changes, and retain clear notes showing the request, decision, and person responsible for approval.
• Notify affected employees and supervisors of confirmed changes through a collaboration platform such as Microsoft Teams, explaining what changed and when it takes effect.
• Follow up on unanswered availability questions and pending approvals; escape unresolved coverage shortages or competing priorities to the workforce scheduling team lead.
• Review attendance updates during the shift, flag differences from scheduled staffing, and summarize recurring gaps to support workforce planning and basic workforce analytics.
• Close completed requests and hand over outstanding items with clear next steps; quality is judged through schedule accuracy, turnaround, complete notes, and timely follow-up.

Qualifications

• High school diploma or equivalent.
• Approximately 1-2 years of workforce scheduling, staff scheduling, or related administrative coordination experience preferred.
• Familiarity with employee scheduling, shift assignments, availability checks, staffing coverage, and the relationship between workload forecasts and staffing requirements.
• Ability to compare schedules, spot overlapping assignments, and explain simple staffing differences without changing approved staffing targets independently.
• Comfort learning the named systems, entering schedule updates accurately, and checking shared information before communicating a change.
• Clear written and verbal communication for discussing availability, confirming approvals, and explaining schedule changes to employees and supervisors.
• Sound judgment when prioritizing urgent requests, protecting employee information, and referring unresolved scheduling conflicts to the appropriate supervisor.
• A reliable computer, high-speed internet, and quiet private workspace, with availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.
• Fully remote work with daily responsibilities completed from your home workspace rather than an office location.
• Structured onboarding and training on the named systems, scheduling procedures, approval steps, and request handoffs.
• Regular check-ins with the team lead to review questions, discuss scheduling decisions, and receive practical feedback.
• Build skills in workforce planning, workforce optimization, schedule accuracy, staffing analysis, and communication across operational teams.
• Health coverage, paid leave, a 401(k), bonus opportunities, and stipends.