Scheduling Operations Specialist

Objective and Summary:

At Groups, the Scheduling Operations Specialist (SOS) plays a critical role in optimizing staff scheduling for both clinical and operational needs. This position ensures that members have seamless access to appointments, supporting efficient service delivery and organizational growth. The SOS will develop and refine scheduling processes, manage real-time adjustments, and collaborate with teams to maintain adequate coverage. Given the fast-paced nature of this role, strong organizational skills and the ability to work under time constraints are essential. The SOS reports directly to the Executive Director of Integrated Care Operations.

Monday - Thursday: 8a-4:30p EST
Friday: 8a-1p EST

Essential Functions:

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

• Track and analyze staff productivity daily, ensuring schedules align with member needs, particularly for group therapy sessions.
• Forecast and approve schedules to maintain adequate clinical coverage, resolving staffing gaps in real time.
• Monitor scheduling emails, including staff call-offs, to ensure uninterrupted group coverage and arrange backfill as needed for sick leave, PTO, bereavement, and all time off.  
• Communicate scheduling changes promptly to impacted departments and implement necessary adjustments.
• Review and validate staffing forecasts, schedules, and group coverage plans to ensure accuracy and alignment with targets.
• Submit accurate incentive-based payments before each payroll cycle.
• Maintain an up-to-date spreadsheet tracking counselor utilization and daily coverage needs.
• Maintain tracking for call-outs and report monthly totals. Cross-reference and confirm that the adp hours have been submitted to match the time taken off.
• Collaborate with Operations, Clinical, and Medical leadership to create, modify, or close group sessions.
• Communicate clearly and professionally with Clinical Supervisors and cross-functional partners to address scheduling issues, including group closures or coverage gaps.
• Demonstrate strong organizational skills, urgency, and the ability to work under pressure within tight deadlines.

Knowledge, Skills and Abilities:

• Strong organization, time management, and decision-making skills.
• Experience managing scheduling for a large-scale organization using scheduling software and tools.
• Proficiency in Google Suite for efficient data management and communication.
• Excellent problem-solving, written, and verbal communication skills.
• Ability to create and maintain accurate spreadsheets and documents.
• Strong data analysis skills to support scheduling decisions

Qualifications & Requirements:

• Bachelor’s degree in business administration, healthcare management, or a related field (preferred)
• Associate Degree or 2+ years of experience in workforce scheduling, operations, or a similar role (required)
• Experience in healthcare or behavioral health settings (preferred)
• Familiarity with scheduling software and workforce management tools (preferred)
• Access to reliable internet and telephone services, specifically 10M download and 5M upload package or higher as well as a strong WiFi signal from your remote work location.
• Must meet pre-employment requirements and maintain all applicable state and job-related guidelines for background screening.  Depending on state-specific requirements, this may include fingerprinting, drug testing, health screening, CPR/Basic First Aid, and license/credential verifications.