What are the responsibilities and job description for the Scheduling Coordinator (In-Office) position at Senior Helpers of NE Wisconsin?
Benefits:
- 401(k)
- 401(k) matching
- Bonus based on performance
- Competitive salary
- Dental insurance
- Health insurance
- Opportunity for advancement
- Paid time off
- Training & development
- Vision insurance
Now Hiring: Scheduling Coordinator (In-Office)
Location: Appleton, WI
Company: Senior Helpers of Northeast Wisconsin
Employment Type: Full-Time
Location: Appleton, WI
Company: Senior Helpers of Northeast Wisconsin
Employment Type: Full-Time
Lead the Heart of Operations — Where Scheduling Meets Client Care
At Senior Helpers of Northeast Wisconsin, scheduling is more than filling shifts—it is the foundation of consistent, reliable care for the clients who depend on us every day.
We are seeking a highly organized, detail-driven Scheduling Coordinator to manage caregiver schedules, ensure continuity of care, and oversee the performance of our virtual scheduling assistants.
This role is critical to our success. You will serve as the central point of coordination between caregivers, clients, and internal systems—ensuring that every shift is staffed with the right caregiver, at the right time, every time.
Position Overview
The Scheduling Coordinator is responsible for building, maintaining, and optimizing caregiver schedules to support both client needs and operational efficiency. This role also includes oversight and direction of three virtual assistants who assist with scheduling-related processes.
Success in this role requires strong decision-making, urgency, communication skills, and a deep understanding of scheduling workflows, particularly within WellSky Personal Care.
Key Responsibilities
Scheduling & Staffing Operations
- Create, manage, and adjust caregiver schedules to ensure full shift coverage
- Match caregivers to clients based on availability, skillset, and client needs
- Proactively address call-offs, gaps, and last-minute coverage needs
- Maintain consistency for private pay and essential clients
WellSky System Management
- Utilize WellSky Personal Care for scheduling, updates, and documentation
- Ensure schedules are accurate, up-to-date, and aligned with care plans
- Monitor and maintain system integrity and scheduling data accuracy
Virtual Assistant Oversight
- Provide daily direction and task management for 3 virtual scheduling assistants
- Monitor quality, accuracy, and timeliness of their work
- Train, coach, and hold virtual assistants accountable to scheduling standards
- Continuously improve workflows and efficiency within the scheduling process
Communication & Coordination
- Serve as a primary point of contact for caregivers regarding schedules
- Communicate professionally with clients and team members regarding changes
- Collaborate with leadership to prioritize staffing needs and high-acuity clients
Problem Solving & Operational Support
- Anticipate scheduling challenges and act proactively
- Ensure reliability and continuity of care across all assigned cases
- Support overall office operations as needed
What We’re Looking For
- Required: Experience with WellSky Personal Care
- Proven experience in caregiver scheduling, workforce scheduling, or staffing coordination
- Strong organizational and time management skills
- Ability to manage multiple priorities in a fast-paced environment
- High attention to detail and accuracy
- Strong communication and problem-solving abilities
- Ability to lead and manage remote/virtual team members
- Professional, dependable, and solutions-focused mindset
What We Offer
- Competitive pay based on experience
- Stable, full-time, in-office position in Appleton
- PTO accrual starting day one (available after 90 days)
- 401(k) with employer match
- Paid training and onboarding
- Supportive leadership and team environment
- Opportunity to play a key role in operational success and client satisfaction
Why This Role Matters
Every schedule you build directly impacts a client’s safety, routine, and quality of life. Your work ensures that care is never missed, families have peace of mind, and caregivers are set up for success.
Apply Today
If you are a detail-oriented, driven professional who thrives in a fast-paced environment and understands the importance of reliable care—we want to hear from you.
Apply now or contact us directly:
(920) 749-9700
Senior Helpers of Northeast Wisconsin
Where reliability meets purpose—and your work truly makes a difference.
Where reliability meets purpose—and your work truly makes a difference.