Scheduling Coordinator at Gulfstream Goodwill Industries – West Palm Beach, Florida

SCOPE:

The Shelter Scheduling Coordinator is responsible for developing and maintaining staff schedules for four shelter locations operating 24/7, 365 days a year. This role ensures compliance with Gulfstream Goodwill (GGI) and Palm Beach County requirements, optimizes staffing efficiency, and supports exceptional service delivery to guests, staff and senior directors.

1. Create monthly schedules for all shelter locations and update weekly to reflect actual employees and hours worked.
2. Schedule and assign staff based on GGI’s and Palm Beach County requirements, staff availability, and operational needs while minimizing overtime.
3. Ensure adequate coverage for all shifts, including holidays and emergencies.
4. Reconcile schedules with bi-weekly payroll data to ensure accuracy of hours worked and compliance with labor regulations.
5. Identify and resolve discrepancies between scheduled and actual hours.
6. Monitor productivity, cancellations, and shift coverage to ensure operational efficiency.
7. Track and report staffing patterns, overtime, and compliance metrics for management review.
8. Provide excellent customer service to patients, families, and field staff by addressing scheduling inquiries promptly and professionally.
9. Communication of schedule changes clearly and in a timely manner.
10. Maintain accurate records of schedules, hours worked, and adjustments.
11. Ensure scheduling practices comply with organizational policies, labor laws, and county requirements.
12. Provide data reporting support for shelter and residential outcomes.

1. Schedule Accuracy: Maintain 98% accuracy between scheduled and actual hours worked.
2. Payroll Reconciliation Timeliness: Complete reconciliation within 2 business days of payroll cycle.
3. Overtime Management: Keep GGI’s shelter overtime below 2% - 5% of total scheduled hours.
4. Coverage Compliance: Ensure 100% compliance with staffing requirements for all shifts.
5. Response Time: Respond to scheduling inquiries within 24 hours.
6. Cancellation Rate: Maintain cancellation rate below 3% -5% per month.
7. Customer Satisfaction: Achieve a satisfaction score of 90% from staff and guests in quarterly surveys.

1. Demonstrate by words and actions a commitment to the Goodwill mission to help people experiencing homelessness to become self-sufficient, working members of the community.
2. Perform or assist with any duties or operations, as required to maintain workflow and to meet schedules and quality requirements.
3. Maintain safe work area and comply with safety procedures and equipment operating rules, keeping work area in a clean and orderly condition.
4. Participate in any variety of meetings and task force groups to integrate activities, communicate issues, obtain approvals, resolve problems and maintain specified level of knowledge pertaining to new developments, requirements, and policies.
5. Must be able to be flexible with schedule to accommodate guest’s needs in scheduling appointments in the evenings and/or on weekends if they are working.

1. High school diploma or equivalent; Associate’s or Bachelor’s degree preferred.
2. Experience working with individuals who have experienced homelessness preferred.
3. Minimum 2 years of experience in scheduling or workforce coordination, preferably in a 24/7 operation. Familiarity with payroll systems and timekeeping software.
4. Strong organizational and time management skills.
5. Proficiency in scheduling software and Microsoft Office Suite.
6. Excellent communication and problem-solving abilities.
7. Must always maintain a professional demeanor; serves as a role model for guests.

1. General office environment
2. Generally normal sitting, standing and walking
3. Regular travel
4. Occasional assistance with lifting up to 30 lbs.

Computer and usual peripherals, word processing, spreadsheets and software programs, and standard office equipment.