Full-Time Staffing Manager
The Role
Happy to Help Caregiving is hiring a Full-Time Staffing Manager to manage caregiver schedules, fill open shifts, support caregiver communication, and coordinate daily staffing needs for our home care clients.
This is a full-time, office-based position for someone who is organized, calm under pressure, comfortable communicating by phone and text, and able to balance urgency with professionalism. The Staffing Manager plays an important role in helping clients receive reliable care while also supporting caregivers with clear communication, fair expectations, and consistent follow-through.
A strong candidate may come from home care, healthcare administration, staffing, scheduling, recruiting, customer service, operations coordination, call center work, or another fast-paced service environment. Direct home care experience is helpful, but many parts of this role can be trained for the right candidate with strong communication skills, good judgment, accountability, and a willingness to learn.
This position focuses on scheduling, staffing coordination, caregiver communication, and office-based operational support. This role is not required to physically cover caregiver shifts.
What You Will Do
Scheduling and Coordination
The Staffing Manager is responsible for keeping caregiver and client schedules organized, accurate, and updated. This includes matching caregivers to clients based on availability, skills, location, client needs, preferences, and personality fit.
Responsibilities include:
- Maintain accurate caregiver and client schedules in the company scheduling system.
- Fill open shifts and respond quickly to call-offs, schedule changes, and staffing gaps.
- Match caregivers to clients in a thoughtful way that supports reliability, continuity of care, and positive client experiences.
- Track caregiver availability, attendance, schedule updates, and communication preferences.
- Communicate schedule changes clearly and promptly to caregivers, clients, families, and office team members.
- Help prevent avoidable scheduling issues by staying organized, following up, and planning ahead.
Caregiver Support and Accountability
The Staffing Manager serves as a regular point of contact for caregivers. This role requires both support and accountability. The goal is to help caregivers feel informed, respected, and prepared while also making sure expectations are clear and followed.
Responsibilities include:
- Communicate regularly with caregivers regarding schedules, open shifts, availability, expectations, and updates.
- Support caregiver engagement and retention through professional, respectful, and timely communication.
- Provide clear feedback, coaching, recognition, and follow-up.
- Address attendance concerns, call-offs, communication issues, and schedule reliability concerns in a fair and professional manner.
- Help caregivers understand company expectations while maintaining a positive, team-focused culture.
- Escalate concerns to leadership when additional support, documentation, or corrective action may be needed.
Client and Family Communication
The Staffing Manager helps ensure clients and families receive timely, respectful, and accurate communication about staffing and scheduling.
Responsibilities include:
- Communicate professionally with clients and families when schedules, caregiver assignments, or staffing updates change.
- Listen to concerns and provide clear, calm updates.
- Help resolve staffing-related issues when possible and involve leadership when needed.
- Support continuity of care by helping clients and families feel heard, respected, and informed.
- Maintain confidentiality and professionalism when discussing client, caregiver, or company information.
Documentation and Follow-Through
Strong documentation and follow-through are essential in this role. The Staffing Manager is expected to keep scheduling, communication, and follow-up items organized and current.
Responsibilities include:
- Document schedule changes, caregiver communication, client updates, service exceptions, call-offs, and follow-up items as required.
- Keep scheduling software, communication systems, and internal notes organized and up to date.
- Partner with leadership, recruiting, and other office team members to support current and future staffing needs.
- Communicate trends, recurring concerns, caregiver availability changes, and staffing risks to leadership.
- Follow company policies and procedures related to scheduling, documentation, privacy, and communication.
On-Call Participation
The Staffing Manager participates in a scheduled on-call rotation for urgent scheduling needs, caregiver call-offs, and client-related staffing concerns outside of regular office hours.
This role may require responding to urgent calls, texts, or scheduling issues during assigned on-call periods. The position is not required to physically cover caregiver shifts.
What We Are Looking For
The ideal candidate is dependable, organized, professional, and able to stay calm in a busy environment. This role requires someone who can manage details, communicate clearly, and make thoughtful decisions when schedules change quickly.
Strong candidates will have:
- Strong organization and follow-through in a fast-moving environment.
- Calm, professional communication by phone, text, and email.
- Ability to prioritize urgent issues while keeping track of details.
- Comfort working with scheduling software, spreadsheets, online systems, and communication tools.
- Ability to support caregivers while also holding them accountable.
- Sound judgment when handling client, family, caregiver, or schedule concerns.
- Ability to communicate clearly with people who may be stressed, upset, confused, or in need of quick answers.
- Willingness to learn, receive feedback, and grow in the role.
- A team-focused attitude and willingness to help solve problems.
- Experience in staffing, scheduling, recruiting, healthcare administration, home care, operations, call center work, or high-volume customer service.
Requirements
- Full-time availability for an office-based position.
- Ability to participate in a scheduled on-call rotation.
- Professional communication skills.
- Strong attention to detail and ability to document accurately.
- Ability to maintain confidentiality.
- Comfort using computers, phones, scheduling systems, email, spreadsheets, and communication platforms.
- Valid driver’s license.
- Ability to meet company hiring requirements, including required employment documentation and background-check process.
- Prior experience in home care, healthcare, staffing, scheduling, recruiting, operations, or customer service is preferred but not required for the right candidate.
Compensation and Benefits
This is a full-time position paid at [insert compensation: annual salary, hourly rate, or pay range], according to the company’s regular payroll schedule.
Benefits eligibility will be determined according to applicable company policies, benefit plan documents, insurance carrier requirements, employment status, hours worked, and applicable law.
Available benefits may include:
- [Health insurance, if applicable]
- [Dental and vision insurance, if applicable]
- [Paid holidays, if applicable]
- [Mileage or phone reimbursement, if applicable]
- [Other office-specific benefits]
Hiring Process
The hiring process may include:
- Application review
- Phone or video screening
- Structured interview
- Written staffing or scheduling assessment
- Reference checks
- Completion of company hiring requirements
We are looking for someone who can communicate professionally, stay organized, follow through, and contribute positively to a care-focused office team.
Equal Employment Opportunity and Accommodation Statement
Happy to Help Caregiving is an equal opportunity employer. We consider qualified applicants without regard to protected status under applicable law.
Applicants who need a reasonable accommodation for the application or interview process may request assistance through the company contact listed in the job posting.
Closing
If you enjoy solving problems, supporting people, keeping schedules organized, and helping a care team operate smoothly, we encourage you to apply for our Full-Time Staffing Manager position.
This is a meaningful office-based role where your communication, organization, and follow-through help clients receive dependable care and help caregivers feel supported in their work.
About Happy to Help Caregiving
Happy to Help Caregiving provides non-medical in-home care to clients who need support, consistency, and companionship. Our mission is to surround clients with compassionate caregivers who live the “Happy to Help” mindset.
Reliable care starts with reliable staffing. The Staffing Manager plays a key role in keeping schedules stable, supporting caregivers, and helping clients and families feel informed, respected, and cared for.