Scheduling Assistant

Job Responsibility:

Scheduling & Coordination

• Manage and maintain staff schedules to ensure adequate coverage for client facilities.
• Assign shifts based on availability, qualifications, and client requirements.
• Send out bid requests, process shift allocations, and place long-term and short-term staffing bids with clients.
• Respond promptly to last-minute schedule changes, sick calls, and urgent coverage needs.
• Prepare and distribute daily scheduling summaries.

Communication & Staff Support

• Liaise with staff to confirm shifts and communicate scheduling changes.
• Address scheduling conflicts and escalate unresolved issues to management.
• Provide general administrative support, including responding to inquiries regarding scheduling, payroll, and recruitment.
• Assist with staff onboarding, including scheduling interviews, orientations, and training sessions.

Administrative & HR Support

• Maintain accurate digital and electronic employee records.
• Conduct progressive discipline procedures as needed.
• Ensure scheduling compliance with company policies and labor regulations.

Skills

Required

• Administrative skills
• Analytical skills
• Attention to detail

Preferred

• Computers software programs
• Confidentiality
• Conflict resolution
• Critical thinking
• Decision-making
• Customer service
• Effective communication
• Emotional intelligence
• Empathy
• Employee relations
• Fluent in English language (written/spoken)
• Leadership
• Integrity
• Interpersonal skills
• Patience
• Problem solving
• Professional ethics and code of conduct
• Teamwork
• Technical skills
• Time management

Behaviors

Preferred

• Dedicated: Devoted to a task or purpose with loyalty or integrity
• Detail Oriented: Capable of carrying out a given task with all details necessary to get the task done well
• Enthusiastic: Shows intense and eager enjoyment and interest
• Functional Expert: Considered a thought leader on a subject
• Thought Provoking: Capable of making others think deeply on a subject
• Innovative: Consistently introduces new ideas and demonstrates original thinking
• Leader: Inspires teammates to follow them
• Loyal: Shows firm and constant support to a cause
• Team Player: Works well as a member of a group

Motivations

Preferred

• Work-Life Balance: Inspired to perform well by having ample time to pursue work and interests outside of work
• Ability to Make an Impact: Inspired to perform well by the ability to contribute to the success of a project or the organization
• Financial: Inspired to perform well by monetary reimbursement
• Flexibility: Inspired to perform well when granted the ability to set your own schedule and goals
• Goal Completion: Inspired to perform well by the completion of tasks
• Growth Opportunities: Inspired to perform well by the chance to take on more responsibility
• Peer Recognition: Inspired to perform well by the praise of coworkers