Scheduling Coordinator

Scheduling Coordinator

Salary Range: 900-1000 USD

Schedule: 8:00 AM to 5:00 PM MT

Job Summary

The Scheduling Coordinator is the operational backbone of our scheduling function, working in close partnership with the Operations Scheduler to ensure care teams are stable, schedules are accurate, and caregivers and Care Managers always have a responsive partner on the other end of the line.

This is a hands-on, fast-paced role suited to someone who finds satisfaction in well-organized systems, takes pride in clean documentation, and thrives on solving real problems for real people in real time.

Key Accountabilities

• Triage and resolve incoming scheduling tickets in HubSpot, including routine sick calls, caregiver vacation requests, shift swaps, and availability updates. Take ownership of low-complexity tickets end-to-end: assess the situation, action the change in Sling, communicate with affected caregivers, document the resolution in HubSpot, and close the ticket cleanly.
• Recognize when a ticket is more complex than it first appears and escalate promptly to the Operations Scheduler. When escalating, package the ticket clearly: what was tried, what was learned, what options exist, and what's blocking resolution. The goal is to make the Operations Scheduler's decision faster, not to hand off a problem that hasn't been fully investigated.
• Process recurring schedule maintenance, including upcoming-week confirmations and schedule publishing. Action straightforward call-outs and shift coverage needs during business hours.

• Own the accuracy and completeness of client schedules, care team rosters, and caregiver availability records in Sling and HubSpot.
• Log all scheduling communications, shift changes, and care team adjustments promptly so the system of record reflects reality. Keep the caregiver/client map current and visible to the broader team.
• Run weekly hygiene audits to identify and resolve gaps, mismatches, or stale data before they cause downstream problems. Build and maintain documentation standards in partnership with the Operations Scheduler.

• Provide additional scheduling capacity during high-volume periods including holidays, sick-call surges, new client onboarding waves, and unexpected disruptions.
• Serve as a second pair of hands when multiple urgent needs land simultaneously, allowing the Operations Scheduler to focus on the highest-complexity placements.
• Cross-train on all aspects of the scheduling function to provide coverage during the Operations Scheduler's planned and unplanned absences.

• Serve as a frontline point of contact for caregivers on routine scheduling questions, shift confirmations, and availability updates.
• Communicate schedule changes, opportunities, and expectations clearly and promptly.
• Escalate sensitive caregiver matters, performance concerns, and complex care team dynamics to the Operations Scheduler.

• Provide responsive support to Care Managers on routine scheduling requests and status updates.
• Surface scheduling risks, gaps, or anomalies to the Operations Scheduler so they can be addressed proactively.
• Maintain the same standard of trust and reliability with Care Managers that they expect from the Operations Scheduler.

• Generate routine reports on utilization, schedule adherence, documentation compliance, and other KPIs.
• Identify recurring inefficiencies in scheduling workflows and propose improvements.
• Participate in the rollout and refinement of the scheduling platform as it replaces existing tooling.

Requirements

Qualifications

• 1-3 years of experience in scheduling, coordination, administrative operations, customer service, or a similarly fast-paced role requiring strong organizational skills and attention to detail.
• Demonstrated ability to manage high volumes of detail-oriented work without dropping the ball.
• Comfort with software tools and a willingness to learn new systems quickly.
• Proficiency with Google Workspace expected.
• Strong written and verbal communication skills.

• Experience with Sling, HubSpot, or similar scheduling and CRM platforms.
• Background in healthcare, home care, caregiving, or another regulated service environment.
• Experience supporting a more senior operator in a coordinator, assistant, or junior analyst capacity.