Staffing and Allocations Support Specialist

Position Summary:

The Scheduling/Admin Assistant supports the daily administrative and scheduling needs of the organization. This role is responsible for assisting with allocation input, monitoring scheduling communications, supporting the creation and maintenance of daily schedules, tracking student attendance and staff training, and providing coverage for daily scheduling needs.

The position helps ensure that scheduling responsibilities are completed efficiently and consistently while allowing the main scheduler to focus on building and maintaining the daily schedule. This role also supports school-wide activities, student programming, and other operational needs as they arise.

The position requires strong organizational skills, attention to detail, flexibility, and the ability to communicate and collaborate effectively with Clinical Staff, Leads, and administrative team members.

Responsibilities: (Including, but not limited to):

• Work scheduled hours of 7:30 AM – 2:30 PM (10 Oak Location).
• Assist the main scheduler with the creation and maintenance of the daily schedule using Schedule Builder.
  • Receive allocation information from Clinical Staff and Leads and pre-plan scheduling changes in Schedule Builder.
  • Monitor scheduling-related emails and phone calls throughout the day.
  • Enter morning call-outs and assist with same-day staffing changes.
  • Assist with last-minute schedule adjustments and staff team updates.
  • Tag and update staff and student teams in scheduling systems as needed.
  • Help ensure the daily schedule is completed and posted as early as possible.
• Provide scheduling coverage when the main scheduler is absent, with support from the Staffing and Allocations Coordinator as needed.
• Maintain familiarity with student and staff needs to support effective scheduling decisions.
• Maintain accurate daily student attendance records and tracking systems.
• Maintain training trackers, scheduling spreadsheets, and other administrative records.
• Track and organize information related to staff training, allocations, and scheduling needs.
• Ensure scheduling-related information is updated accurately and consistently.
• Provide daily lunch coverage or assist in covering the scheduling office to ensure that calls, messages, and last-minute scheduling needs are addressed.
• Assist with front desk lunch coverage as needed.
• Assist with planning and coordinating school-wide activities, including but not limited to:
  • Graduations
  • Spirit Weeks
  • Crafts and themed activities
  • Water play events
  • Student activities and seasonal programming
• Prepare student crafts, materials, and other resources for classroom and school-wide activities.
• Provide additional administrative and programmatic support as needed.