Job Title: Scheduling Manager
Classification: Non-exempt
Department: Scheduling
Revision Date: 7/30/26
Reporting Relationships
Reports To: Scheduling Director
Positions Supervised: Scheduling Supervisor / Float Staff
Summary
The primary role of the Scheduling Manager is to advocate for the clients and Direct Support Providers (DSPs), and the company throughout the process of scheduling and maintaining client coverage. The primary role of the Scheduling Manager is oversee the planning and implementation of all scheduling activities while building and maintaining positive and supportive communication with all stakeholders.
Essential Duties and Responsibilities
- Manage a staff scheduling process that is beneficial to both employees and management.
- Ensuring compliance with EEO, ADA, FMLA, OSHA, and other governmental regulations.
- Assist the HR team in establishing overall human resource objectives, policies, and plans.
- Oversee training and communications around staff scheduling, this includes any emergent situations.
- Support company branding, objectives, and culture through all steps in the scheduling process.
- Maintain ongoing communication with Scheduling Director, providing regular input and informing him/her of ideas and suggestions.
- Maintain a highest possible degree of confidentiality with both client and employee information in compliance with HIPAA guidelines.
- Maintain the highest levels of integrity and honesty with all KIM parties, providing them clear, complete, and factual information.
- Actively listen and appropriately respond to DSPs and TPS requests, concerns, and suggestions. Ensure that all issues are responded to promptly and considerately.
- Maintain scheduling systems (People Guru or any future programs) including templates, work schedules, and point accrues.
- Ensure accuracy of employee timesheets, and timely submission of time sheets.
- Develop educational and training materials.
- Contribute to the preparation of annual program descriptions and evaluations.
- Performs other duties as assigned.
- Serve as required direct care coverage in residential homes during unexpected staff shortages, call-outs, or emergency coverage gaps when relief staff cannot be secured, ensuring continuous client safety, well-being, and state ratio compliance.
Education and Experience
- Experience with all Microsoft office applications (teams, Word, Sharepoint)
- Advanced proficiency in Microsoft Excel
- Ability to work with minimal supervision.
- Excellent written and verbal communication skills.
- Capability to adapt to a fast-changing environment.
- Exercises time management skills to manage multiple high priority projects.
- Ability to gain the trust and confidence of the executive and management team.
Certificates, Licenses and Registrations
Knowledge, Skills and Abilities
Language Skills: Excellent reading comprehension and written communication skills required. For example: ability to read, analyze, and interpret documents, reports, technical specifications, governmental regulations, and correspondence. Ability to apply proper grammar, spelling, punctuation, and format to communications. Ability to present information in one-on-one, small group, and large group situations to management and staff.
Mathematical Skills: Ability to work with basic mathematical concepts, and ability to draw and interpret graphs.
Reasoning Ability: Ability to solve a wide range of practical problems and deal with a variety of concrete and complex variables; ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form; and ability to deal with multiple variables.
Computer Skills: Ability to operate related computer applications (i.e. word processing and spreadsheet applications), and business equipment including personal computer, copy machine, fax machine, and telephone.
Physical Demands
Talking: Able to convey detailed or important instructions or ideas accurately, loudly, or quickly.
Average Hearing: Able to hear average or normal conversations and receive ordinary information.
Finger Dexterity: Using primarily just the fingers to make small movements such as typing, picking up small objects, or pinching fingers together.
Repetitive Motion: Movements frequently and regularly required using the wrists, hands, and/or fingers.
Average Visual Abilities: Average, ordinary visual acuity necessary to prepare or inspect documents or products or operate machinery.
Physical Strength: Frequently required to sit, stand, and walk and occasionally required to stoop, kneel, crouch, or crawl. Occasionally required to lift and/or move up to 20 lbs.
Your Work Place
Internally, work is normally performed in a climate controlled office environment, where exposure to conditions of extreme heat/cold, poor ventilation, and fumes are very limited. Noise level is moderate and may include sounds of normal office equipment (computers, telephones, etc.). No known environmental hazards are encountered in the normal performance of job duties.
Intent and Function of Job Descriptions
Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system. All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by management as deemed appropriate.
In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.
Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law.
