Benefits:

Free food & snacks

Tuition assistance

Wellness resources

Job Title: Hybrid Scheduling Coordinator Location: Mishawaka Office (with partial remote flexibility) Status: Part-Time or Full-Time | Hybrid (On-site + Remote) Reports To: Director of Operations Pay Rate: $12.00 – $14.00 per hour, based on experience

Position Overview

The Hybrid Scheduling Coordinator plays a vital role in managing the day-to-day scheduling needs of clients and caregivers across all programs, including In-Home Care, IHCC, Home Delivered Meals, and the Adult Day Center. This position blends remote flexibility with key in-office tasks and requires strong organization, communication, and problem-solving skills.

Key Responsibilities

Scheduling and Coordination

Create and adjust caregiver/client schedules in AxisCare and Google Calendar

Monitor call-offs, shift changes, and caregiver availability

Match clients with appropriate care aides based on skill, location, and client preferences

Coordinate coverage for IHCC visits, Adult Day Center, and transportation when needed

Confirm shifts daily with staff and monitor for EVV compliance and missed clock-ins

Email, call, or text reminders to caregivers to ensure shift coverage

Check in weekly with Home Delivered Meal clients to collect orders, dietary needs, and preferences

Coordinate and input meal delivery schedules directly into calendars and notify drivers

Administrative Duties

Run daily Medicaid eligibility reports to ensure all clients are active in the Medicaid portal

Maintain and update scheduling reports (weekly, monthly, and daily)

Send out open shift announcements via Band and Email

Track caregiver compliance (credentials, training, expired documents) in AxisCare

Update client profiles with scheduling preferences and care notes

Support the Director in planning monthly rotation schedules, events, and back-up coverage

Maintain after-hours and weekend on-call availability on a rotating basis (as assigned)

Communication and Reporting

Document all shift updates, attendance, and call-offs in AxisCare with correct tags

Collaborate with the Office Coordinator to ensure accurate file maintenance

Attend weekly virtual meetings with department managers to discuss scheduling concerns, coverage gaps, and system improvements

Be present in-office once a month for team meetings and system updates

Provide timely updates to the Director on high-risk scheduling concerns or issues

Skills and Qualifications

High School Diploma or equivalent required; Associate's or higher preferred

Previous experience in healthcare scheduling or administrative support preferred

Strong working knowledge of Google Workspace, AxisCare, and RingCentral

Excellent organizational, communication, and customer service skills

Ability to handle fast-paced changes, multitask, and remain calm under pressure

Must be detail-oriented, HIPAA-compliant, and deadline-driven

Ability to work both independently and as part of a collaborative team

Schedule

Hybrid: Remote + In-Office

Required In-Office: Once a month for team meetings or project needs

Weekly: Virtual meetings with department managers

Flexible hours based on part-time or full-time availability

May include rotating after-hours and on-call duties

Perks

Hybrid flexibility with remote options

Collaborative and compassionate team culture

Training and development opportunities

Opportunity for growth into Lead Scheduler or Staffing Manager role

Involvement in multi-service coordination for a growing care agency

Flexible work from home options available.