Scheduling Specialist (Full Time)

Corporate St. Louis Park, Minnesota


Position at Lifespark

The Staffing Specialist is responsible for ensuring a right-fit caregiver for each unique client and to deliver caregiving services per the client’s chosen schedule. In campus settings, this role implements established staffing patterns and schedules that meet resident care needs. The Staffing Specialist must be a detail-oriented individual who understands the time-sensitive demands and critical nature of the role. 

Position Functions and Responsibilities

  • Communicate, reinforce, and hold Caregivers accountable to Lifesprk’s call-in protocol and expectations.
  • Implement established staffing patterns and schedules that meet resident care needs and financial goals.
  • Scheduling
    • Collaborate with Life Care Manager/RN Case Manager and Care Supervisor to provide right-fit caregiver for every client
    • Maintain consistent schedules with sufficient flexibility to ensure every shift is staffed with the right-fit caregiver
    • Communicate and confirm all scheduling changes to clients and employees proactively
    • Inform RN Case Manager/Care Supervisor of any scheduling conflicts or concerns
    • Problem solves to ensure all call-offs and special requests are staffed
    • Adhere to the “No Shift Goes Unstaffed” Promise
    • Track employee availability and maintains a minimum of six-weeks availability in advance
  • Client Billing
    • Knowledgeable regarding service offerings and bill rates
    • Resolve billing questions or escalate as necessary to the Director or Accounting
    • Prints, reviews, and makes corrections to invoices
  • Payroll Processing
    • Part-time payroll data entry and batching
    • Approves and processes time off requests
  • Participate in Lifesprk’s Event Management process including initiating reports, escalation of events and investigations
  • Plays a key role in delivering the Lifesprk Experience™
    • Establish rapport with all clients/family members at SOC
    • Adhere to the Staffing Call/Visit Standards to proactively seek feedback, address concerns and documents all visits and calls in the EMR
    • Follows up on all calls, emails from clients and loved ones
    • Follows Lifesprk’s Service Recovery practice as needed to handle complaints and serious issues
  • Manages Caregiver labor costs
    • Seek approval for overtime only as last resort
    • Seek approval for incentives only as a last resort
  • Participate in on-call program rotation
  • Participate in weekend coverage as needed
  • Ensure all caregivers meet regulatory requirements including orientation, skill competencies, in-service/education, TB, Hepatitis B, background checks, DMV, I-9 and all other applicable regulations AND proof is documented in the personnel record


  • No unfilled shifts
  • No service guarantees
  • 98% Reliability (need to better measure this)
  • Decreased overtime, incentives/other pay


  • High school diploma or equivalency required
  • 1 year of experience in Healthcare, Staffing, Medical Administration, or similar position required
  • Must be proficient with technology and technological applications: Microsoft Office, Smart Phone, Calendaring, Wi-Fi, EMR, Internet Browsing, Printer
  • Must possess:
    • ability to positively influence caregiver engagement
    • ability to effectively communicate at all levels of the organization, verbally and in writing
    • ability to maintain composure and stay positive in stressful situations
    • ability to be organized and prioritize multiple demands in a fast-paced environment
    • strong customer service qualities including empathy, positivity, desire to serve, resourcefulness and reliability
    • ability to efficiently and effectively manage schedules including problem solving for call offs or other unpredictable circumstances
    • ability to accurately maintain personnel records and confidentiality
    • collaborative spirit and desire to be part of a team
  • Must adapt well to changing priorities, instant deadlines, and frequent interruptions

It has been and will continue to be our policy to provide equal employment opportunities to all employees and applicants without regard to race, color, creed, religion, sex, gender identity, pregnancy, national origin, citizenship, marital status, familial status, age, sexual orientation, veteran status, disability, public assistance status, genetic information or any other status protected by federal, state or local law.