Scheduling Coordinator

1 month ago

Upper Marlboro, United States The Arc Prince Georges County Full time
Job DescriptionJob DescriptionDescription:

Position: Scheduling Coordinator FLSA CLASSIFICATION: Non- Exempt

STATUS: Full Time NORMAL WORKING HOURS/DAYS: M-F 8:30am-4:30pm (40/ hrs week)

Person-centered Focus:

The Community Living Scheduling Coordinator promotes a culture of person- centered focus and advocacy for individuals in program in an administrative capacity. This position enjoys a primary focus on ensuring proper staffing coverage and supporting documentation for routine and emergency coverage in all location.

At the Arc personal choice means:

C – Collaborating with the individual to meet their goals

H – Having a Humanistic perspective and approach

O – Using your keen Observation skills to guide and mentor

I – Inclusion in the community by actively getting out and involved

C – Community/Citizenship involvement

E – Enhancing the life of the individual

Position Summary:

Under the supervision of the Division Director of Community Living Services, the Scheduling Coordinator is responsible for scheduling Direct Support Professionals (DSPs) to work specified shifts in Community Living Services. This Scheduling Coordinator will ensure that open shifts are covered by DSPs who have the skills and required training to support the person/ people they will work with during the shift. The Scheduling Coordinator may be required to work evenings and weekends to procure coverage is provide is for short notice absences. The Scheduling Coordinator will work closely with the Area Directors and Team Leaders to ensure expectations are met. The Scheduling Coordinator will supervise Relief staff, and will be involved in scheduling contracted staff from Temporary agencies. The person must be efficient , detail oriented, process driven, ensure all necessary information is communicated appropriately, facilitate meetings. This position is also responsible for training staff on current labor standards. This position has no direct reports.

Requirements:

Qualifications: Bachelors' degree in a relevant field plus one year of relevant professional experience; or Associate's degree in a relevant field plus two years of relevant professional experience; or high school diploma or GED equivalency plus four years of relevant professional experience. Must be proficient in Microsoft Outlook and Word, and able to produce and monitor excel documents. Must able to effectively communicate in written and spoken English. Must demonstrate the ability to independently solve problems and create efficient systems. Must be able to collaborate with a variety of levels of staff.
Essential Function:
Administrative

  1. Working with Program Managers, Area/ Senior Directors, Temp agencies will schedule DSPs to cover open shifts in Community Living Services and occasion Person Support
  2. Will ensure that DSPs assigned to work and open shift have the requisite skills and training on file, to support the person/ people they will work with during the shift. will perform intake of new Temp DSPs including the completion and filing of all necessary records.
  3. Will monitor to make sure current electronic schedules are posted as required in the the design location such as (SharePoint, ICare Manager). Will develop a Master schedule to support Community Living Shift management. And follow up with relevant staff members to ensure timely posting of schedules.
  4. Will develop and maintain a tracking system to ensure DSPs are scheduled to work in homes based on matrix levels or the allotted time reflected in each person's PCP. This will require working routinely with the finance department on scheduling and staff utilization matters.
  5. Will develop and maintain a system to track and monitor hours worked by DSPs in order to minimize overtime expenses. Will also report on excessive use of overtime upon discovery and prevent such from occurring, by coordinating with relevant Supervisory staff.
  6. Will maintain the on-call availability list. Ensuring it is accurate and provides availability of relief and temporary staff. Will routinely communicate through emails and calls to provide reminders to Program Managers/ Directors when appropriate for anything impacting planned scheduling and staffing.
  7. Will be responsible for coordinating schedules with temporary staffing agencies and utilizing this service in cost-effective manner. Resolve scheduling conflicts as they occur. Produce and process schedules and reports as they are requested.
  8. Will review invoices from temporary staffing agencies to ensure accuracy and prepare invoices for payment. Will follow The Arc Staff agency protocols in order to ensure the company's best operations standards.
  9. Will act as the immediate supervisor of on-call DSPs to include participating in the hiring process, evaluating performance and ensuring training is completed in a timely manner.
  10. Use best judgment in assigning care personnel to the appropriate clients based on needs and preferences; understand the specific needs of service recipients and assign the appropriate caregivers immediately
  11. Implement new policies and procedures as directed; Comply with applicable governmental laws and regulations; complete projects assigned by direct Supervisor. Complete additional task as needed.
  12. Promptly communicate issues/ concerns/ action taken to Director or RN Supervisor; Complete and maintain On Call report; Review on Call report with appropriate personnel weekly/ daily as needed.

Vendor

  1. Serve as Liaison with staffing for coordination of proper scheduling of direct support professional
  2. May assist in crisis situation to secure Nursing, CNA or other home care staff in emergency situations

Training

  1. Assists with reminding staff, of upcoming training sessions and meetings as directed
  2. Trains new Program Managers on required trainings that must be in place using agency contracted staff
  3. Orients new staff office procedures as instructed.

Program Support

  1. Troubleshoots and prepares all staffing agency bills for accounting department and/ or obtain approvals
  2. Answer phones and communicates messages for all program staff
  3. Keep all files organized and mail/ copy room clean
  4. Accepts any delivers for residential/ office when other staff are not available

General Administrative Support

  1. Maintains confidentiality and communication with discretion
  2. Demonstrates cooperation and flexibility under pressure
  3. Assists with other duties as assigned

Mental, Physical, & Visual Demands:Must responding professionally to stressful situations. Must be timely in all communication to internal and external staff responding and acknowledging all messages within two business days or less. Must be able to utilize personal vehicle to meeting and trainings.

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