Scheduling Coordinator - Homecare and Catered Living

JOB SUMMARY

The Scheduling Coordinator performs a wide variety of administrative and staff support functions for the Director of Homecare and Catered Living. The Scheduling Coordinator works closely with the Care Coordinators to understand client needs and will schedule staff appropriately to serve the requirements of the plan of care. This person serves as primary contact point for potential staff and works with them throughout the on-boarding process. Helps decide staffing needs and communicates them to the director. Coordinator will be the primary administrative contact for the staff and clients which may involve complex and confidential issues. As assigned, oversees and/or participates in the coordination and completion of special projects or events.

ESSENTIAL FUNCTIONS

1. Cordially and professionally greets all callers and staff. Establishes and maintains professional relationships with all current and potential staff.
2. Schedules aides for work on campus and in the community and thoroughly communicates the plan of care expectations and shift days and times.
3. Proactively and reactively recruits, interviews and on-boards new aides and other team staff as needed. Performs phone screens, in-person interviews and conducts reference checks.
4. Communicates with HR about hiring decisions and rates of pay. Submits applicable HR paperwork.
5. Posts open positions through HR or Homecare Director
6. Maintains applicant tracking
7. Supports director in giving appropriate communication and feedback to aides.
8. Uses EMR to track all client and aide schedules.
9. Works closely with team to make sure visits are closed properly for billing and payroll purposes
10. Listens to and solves client questions and problems and helps find solutions or connects them with appropriate contact.
11. Speaks with potential clients to give information about Homecare services and rates
12. Ensures customer service satisfaction through follow up with clients and employees. Scheduling staff with best fit to match to insure client and staff satisfaction.
13. Ability to plan and be proactive in staffing ongoing cases and monthly schedules with continuity and as far into the future as possible.
14. Filing, mailing, and other duties as assigned
15. May work from multiple campus sites including Auburn, Puyallup, Des Moines, and Bonney Lake

QUALIFICATIONS/REQUIREMENTS

• Educational Background

• High school diploma required
• Associate's or Bachelor's degree in Business Administration or related field preferred

• Licensure, Registration, Certification

• None

• Special Training/Skills
• MS Office skills (Word, Excel, PowerPoint, Outlook)
• Ability to appropriately handle confidential information and maintain confidences.
• Ability to support the organization's mission, vision and values.

• Work Experience

• Three years administrative experience, scheduling experience preferred.
• Healthcare and/or hospitality experience preferred.
• Superior written, verbal and interpersonal communication skills.
• Professional, organized, detail-oriented and resident/customer service oriented.

PHYSICAL DEMANDS

• • Ability to sit for periods of time for phone and computer data usage.
  • Ability to occasionally lift up to 25lbs.
  • Ability to multitask and stay calm in stressful situations.

INFECTIOUS RISK

SOME (COVID-19) RISK: Possible occupational exposure to residents or clients with COVID-19. May require personal protective equipment (PPE) to be worn during some aspects or seasons of job.

Wesley Homes is a not for-profit organization that provides a network of services offering a continuum of care for older adults. It is affiliated with the Pacific Northwest Annual Conference of the United Methodist Church. Retirement Communities and Health Services for (and by) people who love life.

Wesley Homes has a non-discrimination policy and is an Equal Opportunity Employer.

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