Scheduling Coordinator - Lafayette LA

ARC OF ACADIANA INC•Lafayette, LA

4d•Onsite

About The Position

The Scheduler is responsible for coordinating staff schedules for Waiver Services to ensure consistent and reliable support for individuals receiving services. This position works closely with Coordinators, Managers, and Direct Support staff to manage scheduling needs, address call-ins, and maintain accurate scheduling records. The Scheduler plays a key role in ensuring shifts are covered; leave requests are processed appropriately, and scheduling systems remain accurate and up to date. This position is scheduled Monday through Friday from 8:00 AM to 4:00 PM and participates in a rotating on-call schedule, including holidays, to assist with staffing needs.

Requirements

High school diploma or GED required.
Minimum one year of experience scheduling staff or coordinating work schedules preferred.
Previous experience in an administrative or clerical role preferred.
Experience using scheduling or workforce management software preferred.
Strong organizational and time management skills.
Ability to prioritize multiple scheduling needs in a fast-paced environment.
Strong communication and interpersonal skills.
Ability to solve staffing challenges effectively.
Proficiency in Microsoft Office (Outlook, Excel, and Word).

Responsibilities

Coordinate daily and future schedules for Waiver Services staff to ensure coverage for all assigned clients; including identifying additional staff to train as back up coverage in participant’s home.
Receive and manage staff scheduling calls, including call-ins, coverage needs, and scheduling adjustments.
Review and prioritize employee leave requests in accordance with Arc of Acadiana policies and operational needs.
Contact trained back-up staff for coverage prior to utilizing float staff when shifts become available.
Assist with scheduling related to staff training, including new hire training and required program training schedules.
Coordinate scheduling needs related to client appointments, including recurring medical appointments when applicable.
Perform other related duties and support program operations as assigned by the Program Manager.
Communicate scheduling updates and changes to Coordinators and program leadership as needed.
Work collaboratively with Coordinators to ensure staff assigned to clients are approved and trained as appropriate.
Notify management when shifts cannot be covered, or when scheduling concerns arise that require escalation.
Communicate scheduling concerns or recurring staffing challenges to the Program Manager.
Maintain accurate and up-to-date schedules within the agency’s scheduling software.
Ensure employee time off and schedule changes are coded correctly within scheduling systems.
Document scheduling calls and requests, including details of the request and resolution.
Utilize internal communication tools such as Outlook and system messaging to communicate schedule updates as appropriate.
Coordinate coverage for unexpected absences or last-minute staffing needs.
Escalate scheduling issues to management when coverage cannot be secured or when staffing concerns impact service delivery.
Assist with troubleshooting scheduling issues and identifying potential coverage solutions.