Workforce Scheduler

Job Title: Workforce Scheduler

Monthly Pay: $3,736 - $4,706 USD per month

Summary:

Phone calls, emails, and team messages connect the Workforce Scheduler with employees and supervisors about upcoming shifts and schedule changes. This entry level role organizes workforce scheduling so teams understand their assignments and supervisors can address coverage gaps before they affect service. The position sits within the operations support team and works under an operations team lead. It works with employees, department supervisors, and HR contacts to confirm availability, communicate approved adjustments, and maintain accurate schedules. This is a fully remote, desk-based position offering work from home in Washington, United States. The role requires a 40-hour weekly commitment. Working days and shift times may vary.

Job Responsibilities:

• Review incoming scheduling requests through the shared queue, emails, and phone calls, identifying the employee, affected shift, requested change, and response needed.
• Check employee availability, assigned duties, approved absences, and supervisor instructions before preparing schedules, noting missing information rather than making assumptions about coverage.
• Enter proposed shifts into a workforce management system such as UKG, using established scheduling templates and checking dates, start times, and overlapping assignments.
• Compare planned staffing with supervisor-provided coverage needs, flagging unfilled shifts and competing requests for review by the operations team lead before publication.
• Verify approved availability updates using an HR system such as ADP, keeping scheduling entries consistent with the information provided by authorized HR contacts.
• Send approved schedules and change notices through a team collaboration platform such as Microsoft Teams, clearly explaining affected shifts and requesting acknowledgment when needed.
• Organize shift swap requests, confirm that the relevant supervisor has approved each adjustment, and update the schedule only after receiving the required confirmation.
• Follow up on unanswered availability questions and unconfirmed changes, escalating unresolved coverage gaps or conflicting instructions to the operations team lead for direction.
• Keep clear notes about request status, approvals, employee notifications, and outstanding actions so another scheduler can continue the work without repeating questions.
• Review completed schedules and handoffs for accuracy, timely turnaround, complete notes, and finished follow-up, correcting identified errors and reporting recurring scheduling difficulties.

Qualifications:

• High school diploma or equivalent.
• No experience required; related experience with employee scheduling, office support, or coordinating availability is preferred, including experience gained through volunteer activities.
• Basic understanding of shift assignments, employee availability, coverage requirements, and the importance of obtaining approval before changing published schedules.
• Ability to learn workforce scheduling software, navigate employee availability information, and enter shift details accurately while following established instructions.
• Comfortable comparing dates and times, recognizing overlapping assignments, and identifying missing information that could prevent a schedule from being completed.
• Clear written and verbal communication for confirming requests, explaining schedule updates, and asking supervisors focused questions without making unauthorized commitments.
• Ability to prioritize pending requests, maintain orderly scheduling notes, and handle employee information carefully when working with colleagues remotely.
• A reliable computer, high-speed internet, and quiet private workspace; availability for the 40-hour weekly commitment and agreed working days and shift times.
• Authorization to work in the United States.

Perks & Benefits:

• Fully remote work from home with desk-based responsibilities and established communication channels.
• Structured onboarding and training on a workforce management system such as UKG, an HR system such as ADP, and a team collaboration platform such as Microsoft Teams.
• Regular check-ins with the team lead to review questions, scheduling priorities, and progress.
• Build practical skills in workforce scheduling, coverage coordination, accurate schedule maintenance, and employee communication.
• Benefits include health coverage, paid leave, maternity leave, bonus opportunities, and stipends.