Scheduler / Office Assistant (Part-Time)

Senior Helpers West Jacksonville provides compassionate in-home care services that allow seniors to age safely and independently in their homes. Our office and scheduling team plays an essential role in supporting our clients, caregivers, and daily operations.

We are seeking a reliable, organized, and professional Part-Time Scheduler / Office Assistant to support caregiver scheduling and provide general administrative assistance to the office. This role is ideal for someone who is comfortable working in a fast-paced environment, communicating with multiple people throughout the day, and handling a variety of scheduling and office responsibilities.

The Scheduler / Office Assistant will help coordinate caregiver schedules, assist with shift coverage, communicate with caregivers and clients, answer incoming calls, and provide administrative support to the leadership team. The ability to multitask, stay organized, and remain calm under pressure is essential.

Core Responsibilities

Scheduling Support

• Assist with coordinating and maintaining caregiver schedules to ensure client coverage.
• Respond to caregiver call-outs, schedule changes, and coverage needs in a timely manner.
• Communicate schedule updates clearly and professionally with caregivers, clients, and families.
• Assist with identifying open shifts and contacting appropriate caregivers for coverage.
• Maintain accurate and up-to-date information in scheduling software.
• Help anticipate scheduling gaps and proactively assist in finding solutions.
• Support the scheduling team with daily scheduling tasks and other assigned responsibilities.
• Assist with rotating on-call responsibilities as assigned, based on business needs.

Office & Administrative Support

• Answer and direct incoming phone calls professionally and efficiently.
• Assist with general office organization and daily administrative tasks.
• Prepare, organize, scan, and maintain employee and client documents.
• Assist with data entry and maintaining accurate records.
• Support caregiver onboarding and employment documentation as assigned.
• Assist with filing, printing, copying, and other routine office duties.
• Help maintain a professional and organized office environment.
• Provide administrative support to leadership and other office team members.
• Assist with special projects and additional duties as needed.

Required Qualifications

• Minimum of six months of experience in customer service, administrative support, scheduling, or a phone-intensive role.
• Strong organizational and time-management skills.
• Ability to manage multiple tasks and priorities in a fast-paced environment.
• Excellent verbal and written communication skills.
• Ability to remain calm, professional, and solution-focused when handling schedule changes or urgent situations.
• Proficiency in Microsoft Word, Excel, Outlook, and web-based software systems.
• Strong attention to detail and ability to maintain accurate records.
• Ability to work independently while also contributing as part of a team.
• Must have a reliable vehicle, valid driver's license, and active auto insurance.
• Must pass a drug screening.
• Level II background screening through Florida's Care Provider Background Screening Clearinghouse required.

This position requires Level II background screening through Florida's Care Provider Background Screening Clearinghouse. Learn more: https://info.flclearinghouse.com 

Preferred Qualifications

• Experience in healthcare, home care, staffing, logistics, dispatching, or scheduling.
• Previous administrative or office assistant experience.
• Experience with WellSky, ClearCare, or similar scheduling software.
• Previous experience as a CNA or HHA in home care.
• Bilingual in Spanish and English.

Schedule

This is a part-time position. Scheduled hours will vary based on office and operational needs.

The anticipated schedule will primarily be weekday daytime hours, with flexibility required based on scheduling needs, office coverage, and business demands.

Occasional on-call or after-hours support may be required as assigned.

What We're Looking For

The ideal candidate is dependable, organized, professional, and comfortable working in a busy office environment. You should enjoy helping others, solving problems, and supporting a team that makes a meaningful difference in the lives of seniors and their families.

If you are looking for a part-time opportunity where you can combine scheduling, customer service, and administrative skills while supporting a growing home care team, we encourage you to apply!