Scheduling Manager

Vista Life Innovations•Madison, WI

2d•Onsite

About The Position

Vista is seeking a Scheduling Manager to coordinate staff schedules for coverage across services. The Scheduling Manager oversees scheduling systems, resolves coverage, supervises Per Diem employees and Cross Program Instructor (Floater) and communicates clearly with students, members, staff, and community partners to support reliable service delivery.

Requirements

Bachelor’s degree with three years of related experience in human services administration, program coordination, scheduling, logistics, and staff supervision.
Proficiency with Microsoft Office, Outlook, internet-based tools, scheduling software, case management systems, and workforce scheduling platforms.
Prior experience supervising, leading, or coordinating per diem/variable staff.
Valid driver’s license with an acceptable driving record as defined by Vista; ability to transport students and members in a personal or Vista vehicle to community sites in varied settings and weather conditions.
CPR, First Aid, and PMT certification, or ability to obtain required certifications within 90 days of hire.

Responsibilities

Coordinate and communicate staff schedules and coverage needs across departments, resolving conflicts, arranging substitute coverage, and providing direct coverage when necessary to support consistent daily operations.
Train, and supervise Per Diems and Cross Program Instructor, serving as their primary point of contact.
Approve timesheets, monitor staff hours, and provide ongoing feedback to support instructor engagement, accountability, and retention.
Track staffing patterns, cancellations, billing information, and follow-up scheduling needs; maintain accurate records across multiple platforms.
Serve as a responsive, professional point of contact for scheduling questions and concerns from staff, students/members, counselors, and community partners.