Now Hiring: Senior Scheduler

Location: Corona, CA
Employment Type: Full-Time
Schedule: Monday – Friday, 8:00 AM – 5:00 PM
FLSA Status: Non-Exempt
Department: Operations
Reports To: Services Coordinator

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Position Scope

Under the direct supervision of the Services Coordinator, the Senior Scheduling is a senior staff member responsible for successful, efficient and effective assignment of appropriate caregivers with the clients the agency serves.

This role is directly in charge of maintenance of schedules and availability of caregivers based on skill set, geographic locations of clients and service plans and ensuring proper assignments of the caregiver based on client profiles.

Diligence, accuracy, resourcefulness, critical thinking, decision-making, proper judgement and collaboration are keys to success for this position.

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What Success Looks Like in This Role

This is a senior-level scheduling role responsible for coordinating the deployment of Respite Care Providers (RCPs) across multiple client cases and service contracts. The Scheduling Lead plays a critical role in ensuring caregivers are assigned appropriately based on skill set, geographic location, client needs, and service plans.

The role requires the ability to manage multiple schedules simultaneously, respond quickly to changes, and make thoughtful decisions that ensure services are delivered efficiently and without interruption.

Successful candidates in this role are able to:

• Manage multiple caregiver schedules and client assignments simultaneously
• Quickly problem-solve when schedule changes, cancellations, or emergencies occur
• Evaluate caregiver skills, availability, and location to ensure appropriate client matches
• Maintain accurate scheduling records and system updates across scheduling and case management systems
• Communicate effectively with caregivers, services teams, intake staff, and leadership
• Work independently while making operational decisions that impact service delivery
• Maintain organization and composure in a fast-paced operational environment

This role requires strong attention to detail, critical thinking, and operational awareness to ensure client services remain consistent and caregivers are effectively deployed.

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Respite Operations

The agency provides respite caregiving services to clients through state-funded programs. Contracts are awarded by the state regional centers for families that require assistance and much needed care specifically for programs for the IDD (Intellectually and Developmentally Disabled) community.

Our agency employs thousands of these properly trained caregivers we call Respite Care Providers (RCPs).

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Essential Duties

In addition to the scope, other key success factors for effective handling of tasks of a scheduler are good understanding and grasp of respite agency operations, profiles and programs of RCPs and clients and use of tools and systems (e.g., ADP payroll system, case management systems, RCP database such as WellSky, time-monitoring platforms, etc.).

Analyze RCP profiles, skill set, geographic location and availability.

Analyze current and incoming contracts as to case programs, contract period, and client care plan requirements.

Match or pair appropriate RCPs with clients and fill the contract requirements by scheduling the RCPs to the clients.

Coordinate with Service and Intake teams for the assignment of identified RCPs ideally within proximity with geographic location with the clients.

Schedule client appointments and visits accordingly.

Maintain RCP and client databases to reflect accurate and current status of profiles (critical to successful pairing or matching).

Monitor fulfillment of the contracts and anticipate availability or release of RCPs from clients to ensure continuous deployment with new or other clients by maintaining accurate schedule of RCPs and assignment periods.

Administer and handle any changes required for reassignments and be nimble and strategic in handling changes in assignments and address emergencies.

Coordinate and collaborate with People Operations team, Services team, and Training team to ensure adequate inventory and availability of skilled and properly trained RCPs for current and incoming contracts to be serviced as well as anticipate growth plans in terms of contract volumes and regional center requirements.

Regional Centers usually award contracts to an agency who can initiate service and fulfill contracts the soonest time possible.

Ensure quality of service to the clients and adjust RCP assignments when needed.

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Reporting Responsibilities

Provide consistent reporting on key statistics including:

• RCP count / inventory
• RCP deployment schedules
• Over / Under capacity
• Average time to service contracts / contract fulfillment
• Number of contracts with unassigned RCP
• Forecast for deployment requirements based on incoming contracts or authorizations
• Other ad-hoc reporting

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Operational Targets

Ensure achieving agency targets for:

• Utilization Rates (use or servicing authorized contracted hours)
• Time to service contracts and RCP full deployment
• Over / Under capacity management
• Cancelled contract hours
• Avoidance of excess non-reimbursable mileage expense and shorter travel time

Perform other related tasks assigned by the direct supervisor and participate in team projects that require scheduler involvement.

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Minimum Qualifications

Bilingual Spanish speaking required

High school diploma or GED (AA or BA highly preferred).

3–5 years related experience in the healthcare or caregiving industry (IDD experience preferred).

Minimum 2 years supervisory experience.

Proficiency with Microsoft Suite and scheduling systems/tools.

Working knowledge or familiarity in basic social services terminology.

Familiarity with HIPAA regulations and confidentiality requirements.

Strong written and verbal communication skills.

Strong critical reasoning and analytical skills; ability to make complex decisions.

Ability to work with minimal supervision (this is not a junior or entry level position).

Collaborative and team-oriented.

Ability to work on site.

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Certifications, Licensure & Registration

Possess and maintain a valid driver’s license.

Maintain valid auto insurance.

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Language Skills

Ability to read and understand short instructions, correspondence, and memos.

Ability to effectively communicate through written and verbal language.

Ability to effectively present information in one-on-one and small group situations to customers, clients, and other employees of the organization in a professional manner.

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Reasoning Abilities

Ability to evaluate situations and make complex decisions using critical thinking and reasoning.

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Environmental Requirements

Must be able to work indoors in a predominately sedentary position.

Wide range of physical motion required to include bending, twisting, standing, walking, carrying boxes and supplies, sitting for long periods of time, answering the telephone, using hands to type and enter data and perform a wide range of office and clerical duties.

Must be able to greet staff members, participants, and community members in a pleasant and professional manner on a consistent basis.

Must consistently maintain composure and meet office challenges with maturity, objectivity and always strive to deliver the utmost in customer service.

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Scheduling & Availability

This position is full-time, Monday through Friday from 8:00 AM to 5:00 PM, with a one-hour lunch.

Employees must be willing to work overtime when requested and assist other departments during staffing shortages as needed.

The position is 40 hours per week.

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Equal Employment Opportunity Statement

Inland Respite, Inc. is an Equal Opportunity Employer. We are committed to creating an inclusive environment for all employees and applicants. Employment decisions are based on qualifications, merit, and organizational needs without regard to race, color, religion, sex, gender identity, sexual orientation, national origin, age, disability, veteran status, or any other protected characteristic under applicable law.