Scheduler (Residential & Day Program) in East Hanover, New Jersey at Pillar Care Continuum

Scheduler (Residential & Day Program)

Location: East Hanover, NJ

Job Type: Full Time

ABOUT PILLAR CARE CONTINUUM

Pillar Care Continuum is dedicated to enhancing the lives of people with disabilities and other special needs by supporting personal growth, independence and participation in the community. Founded in 1953 to meet the needs of children with cerebral palsy and their families, Pillar Care has steadily grown and now delivers life-affirming services to infants, children, adults and their families throughout northern New Jersey through 27 program locations. Pillar Care provides specialized programs to meet a wide range of educational, therapeutic, and social needs of people with various disabilities. The agency serves over 1,650 families each year and employs 700 full- and part-time employees.

ABOUT THE OPPORTUNITY

The Scheduler is a critical operational role responsible for building, managing, and optimizing staff schedules across Pillar Care Continuum's adult residential group homes (19 sites) and, as directed, the Day Programs and Schools. This position works directly within ADP Workforce Management, leveraging its scheduling tools to maximize coverage efficiency, reduce overtime costs, and ensure consistent staffing levels that meet program, regulatory, and individual service plan requirements.

Reporting to the Senior Director of Operations, the Scheduler serves as the central point of coordination between residential leadership, day program managers, HR, and direct support staff to ensure schedules are accurate, proactive, and aligned with the organization's operational goals.

Key Responsibilities

Schedule Development & Management

• Maintain weekly and bi-weekly staff schedules for all adult group home sites (19 homes) and day programs as assigned, using ADP Workforce Management
• Ensure all shifts are filled in advance, minimizing last-minute gaps and reactive overtime
• Create and maintain recurring schedule templates by site, shift type, and staff role (FT, PT, per diem)
• Manage open shifts, proactively filling vacancies with qualified staff before they escalate
• Coordinate schedule changes, call-outs, and coverage needs in real time, escalating unresolved gaps to the appropriate Assistant Residential Director or Day Program Manager

ADP Workforce Management — System Administration

• Serve as the primary operational user and subject matter expert for ADP scheduling functionality
• Maximize use of ADP scheduling tools including auto-scheduling, shift templates, availability tracking, and coverage rules
• Maintain accurate staff profiles, position assignments, availability windows, and site alignments within ADP
• Generate and distribute scheduling reports from ADP including coverage summaries, open shift logs, and staff utilization data
• Coordinate with ADP super admin (HR/Payroll) on system configuration, role permissions, and scheduling rule setup
• Identify and recommend improvements to ADP scheduling workflows to reduce manual effort and improve data accuracy

Overtime Management & Cost Control

• Actively monitor staff hours to identify and prevent overtime triggers before they occur
• Maintain a real-time view of staff hours by site and escalate approaching OT thresholds to supervisors
• Participate in bi-weekly OT hot spot review meetings with Residential Leadership, the Senior Director of Operations and other agency leaders

Staff Coordination & Communication

• Serve as the primary scheduling contact for all direct support staff, residential managers, and program managers
• Communicate schedule changes clearly and promptly to affected staff and site leadership
• Maintain and update a per diem staff pool for each geographic region to ensure rapid coverage
• Coordinate with HR on new hire start dates, training completion, and deployment readiness before adding staff to live schedules

Compliance & Documentation

• Ensure schedules meet minimum staffing ratios and regulatory requirements and individual program licensing conditions
• Maintain documentation of schedule changes, open shift coverage actions, and call-out patterns
• Flag recurring call-out or coverage patterns by site to the Senior Director of Operations for HR follow-up

Reporting & Analytics

• Produce weekly scheduling summaries for Residential Directors, the Senior Director of Operations and other leaders as required
• Track and trend key scheduling metrics: fill rate, OT hours by site, per diem utilization, open shift frequency
• Provide data to support the monthly OT review and senior leadership KPI reporting

Skills & Competencies

• Strong proficiency in ADP Workforce Management or a comparable scheduling/HRIS platform scheduling tools (required)
• High attention to detail with the ability to manage complex, multi-site scheduling simultaneously
• Strong communication and interpersonal skills — able to work effectively with direct support staff, site managers, and senior leadership
• Ability to prioritize and respond quickly in a fast-paced, deadline-driven environment
• Analytical mindset with the ability to track, trend, and report on scheduling data
• Proficient in Microsoft Excel and Microsoft 365
• Organized, proactive, and solutions-oriented

Qualifications

• Associate's degree required; bachelor's degree in business administration, Human Services, Healthcare Administration, or a related field preferred
• Minimum 2 years of experience in workforce scheduling, staffing coordination, or operations support — preferably in a residential, healthcare, or human services setting
• Hands-on experience with ADP Workforce Management or a comparable scheduling/HRIS platform strongly preferred
• Familiarity with IDD services, group home operations or direct care environments a plus
• Experience managing schedules across multiple locations simultaneously
• Familiarity with overtime regulations, labor law, and shift coverage standards
• Must be available by phone or email during business hours and accessible for urgent coverage coordination as needed
• Occasional site visits to group homes or day programs may be required

COMPENSATION AND BENEFITS

Salary: $ 21.63-$26.44 Hourly

Pillar Care takes into consideration a combination of candidate’s work

experience and qualification as well as the scope of the role,

complexity and external market and internal market value when

determining salary level.

Benefits:

Competitive Insurance Benefits

(Medical, Dental, Vision, EAP, Life Insurance)

Flexible Spending Account/Health Reimbursement Account

Paid Holidays; Generous PTO

401K with Employer Matching up to 4%

Educational Assistance Program

This job description is a brief listing of the functions and requirements of the position named above. It is not intended to serve as a contract for employment nor to list in specific detail every aspect of the job nor to limit the performance of those duties. Other tasks may be assigned as deemed necessary by agency administration.

Every Pillar Care employee is responsible for the implementation of the Exposure Control Plan (ECP). As specified in our exposure control plan this position is classified as: Category 2

Category 2

Employees who perform tasks that involve no exposure to blood ·or body fluids but may perform unplanned procedures usually performed by Category I employees.