Scheduling Assistant

ComForCare Home Care - Oklahoma City • Oklahoma City, OK

1d

About The Position

The Scheduling Assistant coordinates caregiver schedules to help maintain consistent client care and responds to changing staffing needs. The role involves frequent communication, quick decision-making, and managing unexpected situations while balancing the immediate need to fill shifts with positive relationships with clients, families, and caregivers. It is suited to someone who is organized, adaptable, dependable, calm under pressure, and able to prioritize competing needs and know when to seek support.

The position may involve urgent after-hours or weekend scheduling needs depending on assigned responsibilities, 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 may also support other office functions as needed.

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 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 an issue requires additional support and promptly communicate concerns to the appropriate supervisor.
• Maintain a focus on continuity of care and client satisfaction when challenges arise.
• Assist with schedule confirmations and follow-up communications.
• Support scheduling of 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 and perform other reasonable duties as assigned.
• Assist with urgent after-hours or weekend scheduling needs, holiday coverage, and unexpected staffing shortages as assigned.
• Participate in a rotating on-call schedule and provide additional scheduling support during periods of high call volume or increased client needs.

What This Job Offers

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