Oversee complex scheduling of all BILT activities (center, home, and community based) this individual will develop and excel with knowledge of our services and family needs, and forecasting and proactively troubleshooting a variety of tasks in real time. This is the premier customer service and front-facing role for BILT, and while mainly in charge of scheduling for optimal success, they might be involved in other administrative tasks or projects as well, including supporting managers and leadership with other areas of the business.
Key Responsibilities:
- Fully owns and assumes accuracy and accountability for anything related to BILT schedules.
- Closing the loop on schedules with advance notice (i.e. months, weeks, days in advance); simultaneously jumping in to tweak and close the loop on dayof/latest updates with both clients and staff (and other needtoknow parties).
- Greets and welcomes all visitors to BIL; cultivates and exudes brand ambassador persona.
- Manages scheduling@biltne.org email on a daily basis.
- Scheduling and maintaining all session appointments, communicating with staff assigned to work RE any last minute changes or special requests as part of the session.
- Maintains scheduling templates and populates in on an ongoing basis, sending out formal monthly schedules on a monthly basis.
- Partners with Assistant Managers to assure they send accurate Plan of the Week schedules and reminders.
- Proactively assigns/reassigns staff if known changes are expected, e.g. client goes on vacation etc.
- Liaises and coordinates with HR Manager and other managers as new employees are integrated and as current employees exit the organizationto ensure schedule continuity, client satisfaction, and offloading of tasks/key training occurs at all times.
- Resolves scheduling conflicts as they occur, and closing the loop; not involving managers or escalating upwards unless critical.
- Oversees all aspects of scheduling via When I Work app, Gmail, and Google Drive.
- Learn the basics of Central Reach to assist with scheduling transactions.
- Answers and makes phone calls and manages emails, greeting clients, staff, and other guests, as needed.
- Foster positive and professional correspondence with funding sources, community, families, staff and individuals.
- Be responsive to email, text messages and phone calls, present, and a team player.
- Develops and maintains stats/KPIs of scheduling optimization, running reports from scheduling systems, and distributing to leadership.
- Assists with office organization and clean up as part of Center shared responsibilities; sets up for events as needed, and stays for them as required.
- Attends staff and other meetings, and assists with logistics as needed.
- Assists Center clients as needed, as an extra helper for small increments of time.
Basic Requirements:
- 12 years of scheduling experience.
- Detailed oriented, expeditious but careful manner; ability to immediately gain credibility and trust with stakeholders.
- Proficiency with MS Office systems, Google Drive, scheduling systems.
- Excellent organizational, communication, followthrough/loopclosure and interpersonal skills.
- Ability to take supervision and respectfully work with a supervisor.
- Excellent problem solving skills and productive selfstarting work ethic.
- Ability to work in a team environment and multitask.
- Must obtain a valid driver's license, have access to an insured vehicle, in case any transportation or running business errands for managers is needed.
Additional/Preferred Qualifications:
Experience using When I Work and/or Central Reach (or other similar systems) is ideal.
Knowledge of the human services industry, ABA, DDS, and/or working with individuals with intellectual or developmental disabilities.
Equal Opportunity Employer Statement: BILT, Inc. is committed to providing equal employment opportunities for all applicants and employees, regardless of race, religion, gender, national origin, age, disability, marital status, or veteran status.
We offer amazing benefits including health, dental, PTO, 401k, tuition reimbursement, growth opportunities, and more!
