Job Description: The EMS Scheduler is responsible for maintaining accurate and efficient schedules for field personnel, including EMTs, Paramedics, and other support staff. This role ensures compliance with scheduling policies, credential requirements, and labor regulations. The Scheduler supports operational continuity by handling shift coverage, coordinating onboarding, tracking credentials, and maintaining transparent scheduling practices using systems such as 9th Brain.

Essential Duties and Responsibilities:

Scheduling and Staffing Coordination:

• Maintain and update all employee schedules in accordance with company policies.
• Process and approve Paid Time Off (PTO), shift swaps, and open shift coverage requests within established timelines.
• Post open shifts on the scheduling software and send notifications to eligible employees.
• Notify employees of approvals or denials for open shifts, PTO, and shift swap requests.
• Monitor staffing levels daily and alert leadership of potential or actual coverage gaps.
• Document all scheduling decisions to ensure consistency, accountability, and transparency.
• Assign open shifts based on predefined priority guidelines and operational needs.
• Collaborate with Operations Managers to coordinate exceptions, emergency coverage, and staffing adjustments.
• Respond to shift approval or scheduling requests within three (3) business days.

Credential Management (via schedulin software):

• Define and maintain credential requirements by job title, including National/State licenses, ACLS, BLS, ICS, and company-specific certifications.
• Upload and manage employee credential documentation, including licenses and compliance records.
• Review and approve or reject employee-uploaded credentials for accuracy and validity.
• Monitor credential expiration dates and ensure compliance with regulatory standards.
• Configure and manage expiration alert parameters (recipients, timing, and methods).
• Generate real-time and scheduled reports for leadership, operations, and compliance teams.

New Hire Scheduling & Onboarding:

• Enter new hires into the scheduling software as “Orientees” during the onboarding process.
• Schedule orientees exclusively with approved Field Training Officers (FTOs) in accordance with their job classification (e.g., EMT, Paramedic).
• Upgrade orientees to active status only upon completion of orientation and receipt of clearance from the Training or Clinical Department.
• Use the New Hire Scheduling Checklist to ensure all onboarding and credentialing steps are properly completed.

Promotion, Demotion, and Transfer Scheduling:

• Upon notification from HR or Training, update employee job titles and scheduling permissions in scheduling software.
• Properly close out previous role assignments and shifts prior to role changes.
• Schedule employees in new roles only after:
  • All required credentials are updated and approved.
  • Required orientation or training is completed.
  • Official clearance is received from the Clinical or Training Department.
• For inter-service area transfers:
  • Coordinate shift transitions between outgoing and incoming Operations Managers.
  • Ensure employees are scheduled only in the designated service area after the effective transfer date.

Qualifications:

• Excellent communication, interpersonal, and conflict resolution skills, both written and verbal.
• Strong organizational and time management skills; able to prioritize effectively in a fast-paced environment.
• Strong analytical and problem-solving abilities.
• Demonstrates integrity, professionalism, and discretion in all interactions.
• High level of accuracy and attention to detail.
• Proficient in Microsoft Office Suite and scheduling software; experience with 9th Brain preferred.
• Knowledge of EMS operations, field roles, and credentialing requirements.
• Ability to maintain confidentiality and professionalism at all times.

Education and Experience Requirements:

• Required: High School Diploma
• Preferred: Associate’s or Bachelor’s degree in Healthcare Administration, Business, or related field
• 1-2 Years of scheduling or administration coordination
• Previous EMS, healthcare, or public safety strongly preferred.

Physical Requirements:

• Prolonged sitting, standing, walking, reaching, twisting, turning, kneeling, bending, squatting and stooping in the performance of daily activities.
• Occasional need to respond to scheduling issues outside of regular business hours.
• Other requirements consist of repetitive hand motion and fine coordination in preparing reports using a computer keyboard.
• Additionally, the position requires near and far vision in proofreading correspondence and work related documents.
• Acute hearing is required when providing phone service.
• Ability to lift up to 15 pounds occasionally.

Travel Time: Occasional

NOTE: The above statements are intended to describe the general nature and level of work being performed by the person assigned to this job. They are not intended to be an exhaustive list of all responsibilities, duties, skills and physical demands required of personnel so classified.