Scheduler (Residential & Day Program)

Pillar Care Continuum•East Hanover, NJ

7h•$22 - $26•Onsite

About The Position

The Scheduler is a critical operational role responsible for building, managing, and optimizing staff schedules across Pillar Care Continuum's adult residential group homes (19 sites) and, as directed, the Day Programs and Schools. This position works directly within ADP Workforce Management, leveraging its scheduling tools to maximize coverage efficiency, reduce overtime costs, and ensure consistent staffing levels that meet program, regulatory, and individual service plan requirements. Reporting to the Senior Director of Operations, the Scheduler serves as the central point of coordination between residential leadership, day program managers, HR, and direct support staff to ensure schedules are accurate, proactive, and aligned with the organization's operational goals.

Requirements

Strong proficiency in ADP Workforce Management or a comparable scheduling/HRIS platform scheduling tools (required)
High attention to detail with the ability to manage complex, multi-site scheduling simultaneously
Strong communication and interpersonal skills — able to work effectively with direct support staff, site managers, and senior leadership
Ability to prioritize and respond quickly in a fast-paced, deadline-driven environment
Analytical mindset with the ability to track, trend, and report on scheduling data
Proficient in Microsoft Excel and Microsoft 365
Organized, proactive, and solutions-oriented
Associate's degree required
Minimum 2 years of experience in workforce scheduling, staffing coordination, or operations support — preferably in a residential, healthcare, or human services setting
Hands-on experience with ADP Workforce Management or a comparable scheduling/HRIS platform strongly preferred
Familiarity with IDD services, group home operations or direct care environments a plus
Experience managing schedules across multiple locations simultaneously
Familiarity with overtime regulations, labor law, and shift coverage standards
Must be available by phone or email during business hours and accessible for urgent coverage coordination as needed
Occasional site visits to group homes or day programs may be required

Nice To Haves

bachelor's degree in business administration, Human Services, Healthcare Administration, or a related field preferred

Responsibilities

Maintain weekly and bi-weekly staff schedules for all adult group home sites (19 homes) and day programs as assigned, using ADP Workforce Management
Ensure all shifts are filled in advance, minimizing last-minute gaps and reactive overtime
Create and maintain recurring schedule templates by site, shift type, and staff role (FT, PT, per diem)
Manage open shifts, proactively filling vacancies with qualified staff before they escalate
Coordinate schedule changes, call-outs, and coverage needs in real time, escalating unresolved gaps to the appropriate Assistant Residential Director or Day Program Manager
Serve as the primary operational user and subject matter expert for ADP scheduling functionality
Maximize use of ADP scheduling tools including auto-scheduling, shift templates, availability tracking, and coverage rules
Maintain accurate staff profiles, position assignments, availability windows, and site alignments within ADP
Generate and distribute scheduling reports from ADP including coverage summaries, open shift logs, and staff utilization data
Coordinate with ADP super admin (HR/Payroll) on system configuration, role permissions, and scheduling rule setup
Identify and recommend improvements to ADP scheduling workflows to reduce manual effort and improve data accuracy
Actively monitor staff hours to identify and prevent overtime triggers before they occur
Maintain a real-time view of staff hours by site and escalate approaching OT thresholds to supervisors
Participate in bi-weekly OT hot spot review meetings with Residential Leadership, the Senior Director of Operations and other agency leaders
Serve as the primary scheduling contact for all direct support staff, residential managers, and program managers
Communicate schedule changes clearly and promptly to affected staff and site leadership
Maintain and update a per diem staff pool for each geographic region to ensure rapid coverage
Coordinate with HR on new hire start dates, training completion, and deployment readiness before adding staff to live schedules
Ensure schedules meet minimum staffing ratios and regulatory requirements and individual program licensing conditions
Maintain documentation of schedule changes, open shift coverage actions, and call-out patterns
Flag recurring call-out or coverage patterns by site to the Senior Director of Operations for HR follow-up
Produce weekly scheduling summaries for Residential Directors, the Senior Director of Operations and other leaders as required
Track and trend key scheduling metrics: fill rate, OT hours by site, per diem utilization, open shift frequency
Provide data to support the monthly OT review and senior leadership KPI reporting