Scheduling Assistant

Oklahoma City • Oklahoma City, OK

1d

About The Position

The Scheduling Assistant coordinates caregiver schedules and responds to changing staffing needs to help maintain consistent client care. The role involves ongoing communication, quick decision-making, and managing unexpected situations while balancing immediate coverage needs with positive relationships among clients, families, and caregivers. The position suits someone organized, adaptable, dependable, and effective under pressure who can make practical decisions and recognize when to seek support.

The role may include urgent after-hours or weekend scheduling needs, participation in a rotating on-call schedule, holiday coverage, and additional support during periods of high call volume or increased client needs. The Scheduling Assistant also supports other office functions as needed and performs other reasonable duties as assigned.

Requirements

• High school diploma or GED.
• Strong organizational skills and attention to detail.
• Excellent verbal and written communication skills.
• Ability to remain level-headed and effective in a fast-paced environment.
• Strong problem-solving skills and ability to think critically under pressure.
• Ability to adjust priorities quickly and manage multiple tasks simultaneously.
• Confidence in handling difficult conversations and resolving conflicts professionally.
• Ability to exercise sound judgment and work independently within established guidelines.
• Dependability, accountability, and consistent follow-through.
• Ability to use computer systems, scheduling software, email, and other office technology.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Commitment to supporting reliable, consistent care for clients and their families.

Nice To Haves

• Associate’s or bachelor’s degree.
• Previous scheduling, administrative, customer service, or office experience.

Responsibilities

• Coordinate caregiver schedules to ensure client shifts are appropriately staffed.
• Respond promptly to caregiver call-outs and secure replacement coverage as quickly as possible.
• Identify scheduling gaps proactively and develop solutions before they affect client care.
• Manage multiple open shifts and competing staffing needs, prioritizing appropriately.
• Make practical decisions when schedules change unexpectedly.
• Communicate professionally with clients and family members.
• Address caregiver concerns and scheduling conflicts calmly and fairly while maintaining appropriate boundaries.
• Communicate schedule changes and coverage updates promptly to caregivers, clients, families, and office staff.
• Maintain accurate scheduling records, including call-outs, replacement coverage, and schedule adjustments.
• Monitor upcoming schedules and ensure shifts are filled within established office deadlines.
• Recognize when issues require additional support and promptly communicate concerns to the appropriate supervisor.
• Maintain a focus on continuity of care and client satisfaction.
• Assist with schedule confirmations and follow-up communications.
• Support scheduling for new clients and caregivers.
• Review schedules for accuracy and correct discrepancies.
• Assist with timekeeping questions and clock-in or clock-out issues according to office procedures.
• Maintain confidentiality regarding client and caregiver information.
• Support other office functions as needed to maintain efficient daily operations.
• Assist with urgent after-hours or weekend scheduling needs, depending on assigned responsibilities.
• Participate in a rotating on-call schedule.
• Assist with holiday coverage and unexpected staffing shortages.
• Provide additional scheduling support during periods of high call volume or increased client needs.
• Perform other reasonable duties as assigned.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED