Staff Scheduling Manager - Residential Services (Statewide, MT)

About the position AWARE is looking for a Staff Scheduling Manager to join their team. This role is responsible for developing and maintaining master schedules for residential and crisis care sites, ensuring 24/7 coverage. The position involves proactive identification and filling of open shifts, serving as the primary contact for after-hours coverage needs, and coordinating with program managers to ensure appropriate staffing during high-demand or emergency periods. The role also includes monitoring labor hours to identify overtime risk, developing strategies to minimize overtime while maintaining safe staffing ratios, and preparing reports on scheduling costs and trends. Communication and system maintenance are key, including maintaining accurate scheduling data, communicating changes promptly, developing policies, and supporting new staff onboarding. AWARE emphasizes a culture of care and provides a supportive work environment with competitive compensation and benefits.

Responsibilities

• Develop and maintain master schedules for all assigned residential and crisis care sites, ensuring 24/7 coverage.
• Proactively identify and fill open shifts resulting from callouts, vacations, FMLA, and turnover.
• Serve as the primary point of contact for on-call and after-hours shift coverage needs.
• Coordinate with program managers and on-call supervisors to ensure crisis care sites are appropriately staffed during high-demand or emergency periods.
• Maintain and update on-call rotation schedules for crisis response teams.
• Monitor weekly and pay-period labor hours to identify overtime risk before it occurs.
• Develop scheduling strategies that minimize unnecessary overtime while maintaining safe staffing ratios.
• Prepare regular reports on overtime trends, unfilled shifts, and scheduling costs for leadership review.
• Partner with HR and Finance to align scheduling practices with approved labor budgets.
• Flag patterns of excessive absence or coverage strain to program leadership.
• Maintain accurate, real-time scheduling data in the organization's scheduling platform.
• Communicate schedule changes clearly and promptly to staff, supervisors, and program managers.
• Develop and document scheduling policies and procedures.
• Support onboarding of new staff by coordinating initial schedule assignments.

Requirements

• 2–4 years of experience in staff scheduling, workforce coordination, or operations, preferably in healthcare, human services, or a 24/7 care environment
• Demonstrated ability to manage complex, multi-site scheduling with rotating shifts.
• Experience managing or monitoring labor budgets and overtime.
• Strong organizational skills and ability to manage competing urgent priorities.
• Proficiency with scheduling software and Microsoft Office / Google Workspace
• Excellent communication skills and calm, solutions-focused approach under pressure
• Possesses sensitivity to the cultural differences that are present among the organization’s service population and staff.
• Has an ability to work in partnership with other members in a team approach.
• Demonstrate good verbal and written skills.
• Has an ability to manage time, set priorities, organize and to follow structured routines.
• Has a commitment to uphold the ethical and professional standards of Social Work practice.
• Bachelor’s degree in business, social work, human services, or related field, or eight years of related employment experience.
• Excellent interpersonal and communication skills.
• Demonstrated ability to build and maintain relationships with diverse populations, including government officials, healthcare providers, and community organizations.

Nice-to-haves

• Experience in residential, group home, crisis, or behavioral health care settings
• Familiarity with Montana labor law and wage/hour compliance
• Experience working in a nonprofit environment.
• Other combinations of education and experience may be considered on a case-by-case basis.

Benefits

• Quarterly Financial Bonus Program
• Tuition Advancement Program
• Health Insurance
• Dental/Vision Insurance
• 401(k) with company match
• Life Insurance
• Wellness programs
• Generous paid time off

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