Staff Scheduler

Position Summary

The Scheduler is responsible for developing, maintaining, and managing staff schedules for residential homes to ensure consistent, high-quality support for individuals served. This role works collaboratively with Residential Coordinators (RCs), leadership, and direct support staff to maintain full shift coverage, support onboarding of new hires, and ensure required training and compliance standards are met. The Scheduler must demonstrate strong attention to detail, organizational skills, and the ability to balance staffing needs with continuity of care.

Shift: Days, Monday thru Friday, 8 am - 5 pm

Payrate: $18.30/ hour

Essential Functions:

Scheduling and Staffing Coordination

• Develop and maintain monthly schedules for each residential home using established base schedules.
• Ensure all shifts are filled prior to the start of each month whenever possible.
• Consider management and staff input, staffing needs, and continuity of care when assigning staff.
• Maintain standardized scheduling templates for consistency across programs.
• Promote consistent staffing and overtime needs.

Scheduling System Administration (On-Shift)

• Maintain accurate schedules within the electronic scheduling system.
• Ensure system schedules match finalized monthly schedules.
• Publish schedules accurately and timely.
• Provide finalized schedules to Residential Coordinators and leadership.
• Review and approve or deny shift pickup requests.

New Hire Scheduling and Onboarding Support

• Conduct monthly training and enter new hires into the scheduling system following orientation.
• Schedule required trainings prior to staff working at assigned locations.
• Schedule and track completion of required shadowing periods.

Open Shift, Call-Out, and Vacancy Management

• Manage and assign open shifts based on program needs and individual support needs.
• Collaborate with residential coordinators to fill call-out shifts and recommend coverage solutions.
• Send scheduling alerts for urgent coverage needs.
• Maintain and update vacancy tracking as staffing changes occur.
• Ensure minimum rest periods between shifts.

Training Coordination

• Verify required trainings are completed prior to staff working independently.
• Notify staff of required trainings using scheduling and communication systems.

Required Qualifications

• High school diploma or equivalent required.
• Valid Tennessee Driving License
• US Work Authorization
• Must be at least 19 years of age
• 3 years of driving experience
• No more than 3 moving violations on your Motor Vehicle Record (MVR) within the past 3 years
• No prior felony convictions
• Written and Verbal Bilingual Fluency is a plus (but not required!)

Knowledge, Skills, and Abilities

• Strong organizational, time management, and prioritization skills.
• High attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong written and verbal communication skills.
• Ability to exercise sound judgement and problem-solving skills.
• Proficiency with Microsoft Office and scheduling software.
• Experience in scheduling, staffing coordination, healthcare, or human services preferred.
• Experience in residential or human services settings preferred.
• Experience with workforce management or scheduling systems preferred (OnShift experience preferred).

Work Environment

• Primarily office-based with frequent communication with residential staff and leadership.
• May require after-hours communication related to staffing needs.
• May require direct support duties for individuals Sertoma supports.

Physical Requirements 

• Ability to sit for extended periods of time.
• Ability to use a computer, keyboard, and telephone for extended periods.
• Ability to occasionally stand, walk, bend, or reach.
• Ability to lift up to 15 pounds occasionally.

Equal Employment Opportunity Statement

Sertoma 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 business needs without regard to race, color, religion, sex, national origin, age, disability, genetic information, veteran status, or any other protected status under applicable federal, state, or local law.

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