Job Summary
The Assistant Scheduling Manager is a highly organized and detail-oriented professional coordinating staffing schedules throughout our local residential homes for adults with developmental disabilities. Under the supervision of the Associate Residential Director, the Assistant Scheduling Manager will ensure compliant staffing levels in each house, schedule staff to support individuals during medical appointments, and perform administrative duties as required. This professional is adept at coordinating many moving parts, problem-solving, project tracking, and assertive communication. The Assistant Scheduling Manager will also maintain a working knowledge of all established work rules to monitor staff compliance.
Basic Qualifications
Education/Training
High school diploma or equivalent. Associate degree in business preferred.
Experience
Minimum two years of experience in an office environment or one year of experience working in a residential care setting.
Basic Skills
- Ability to read and write in English
- Moderate mathematics skills
- Proficient interpersonal relations and communicative skills
- Auditory and visual skills
- Ability to solve problems in a hectic environment
- Valid driver’s license with a clear three-year driving record
Physical Requirements
- Bend, stoop, sit, stand, and reach
- Lift items weighing 50 pounds or less
- Satisfactory completion of post-offer pre-employment physical exam and drug test as required
Equipment/Machine Operations
Must maintain skills necessary to safely and efficiently operate the following equipment and machines used in the performance of this job:
- Computer – must be proficient with Email and Microsoft Word/Excel
- Printer
- Copier
- Scanner
- Fax machine
- E-copy
- Paycor
- Various other equipment and supplies
Essential Duties
- Maintain staffing schedules for all assigned programs.
- Work with supervisors to develop schedules that maintain an adequate staffing ratio at all locations.
- Receive and document callouts according to the division’s staffing policies.
- Contact and recruit fill-in staff to cover vacant shifts and short-term callouts.
- Monitor staff compliance with established work rules related to short-term callouts, maximum number of consecutive hours worked, and attendance.
- Maintain communication with Program Supervisors, Coordinators, and the Director to facilitate timely feedback for non-compliant staff with established work rules.
- Utilize software to monitor timekeeping functions for the division.
- Work with the Fiscal Department to address discrepancies in timekeeping records.
- Distribute schedules for reference to on-call personnel.
- Maintain a database of medical appointments scheduled.
- Assist nurses and supervisors in scheduling individuals and staff for medical appointments.
- Complete necessary paperwork to comply with accounting, billing, and payroll functions.
- Complete departmental administrative tasks when assigned.
Other Duties
- Maintain medical databases to be used in conjunction with reporting requirements and quality control.
- As Assigned
Standard Requirements
- Completion and clearance of a criminal background check and child abuse clearance.
- Supports the Mission and values of Indian Creek Foundation and the program.
- Is knowledgeable of resident rights and ensures an atmosphere that allows for the privacy, dignity, and well-being of all individuals served in a safe, secure environment.
- Supports, cooperates with, and implements specific procedures and programs for:
- Safety, including universal precautions and safe work practices, established fire/safety plans, report and correct unsafe working conditions, equipment repair, and maintenance needs.
- Confidentiality of all data, including individuals served, employees, and operations data.
- Compliance with all regulatory requirements and agency policies as required by Human Resources, licensing, and funding agencies.
- Demonstrate knowledge and compliance with HIPAA standards.
- Professionally conducts oneself when representing Indian Creek Foundation.
- Functions as a member of the Team:
- Cooperate and work with co-workers, plan and complete job duties with minimal direct supervision and appropriate judgment.
- Use tactful and appropriate communication in all situations.
- Reports and follows up regarding reported complaints, problems, and concerns with appropriate personnel.
- Promotes positive public relations with individuals served, family members, other team members, and the community.
- Completes requirements for training, acceptable attendance, and dress codes, including personal hygiene and other work duties as assigned.
- Complete all documentation to ensure compliance with all regulations and agency policies.
- Exhibits behavior as set forth by the Code of Conduct in performing their duties.
- Completes annual compliance HIPAA training and exhibits behavior as set forth by the Code of Compliance in performing duties.
Job Location
Cowpath Road – main campus
