Scheduling Assistant

Scheduling Assistant – Hillcrest Country Estates Cottages

Location: Papillion, NE
Service Line: Hillcrest Country Estates Cottages
Schedule: Full-Time | Includes On-Call Rotation

Hillcrest Health & Living is looking for a highly organized, resourceful, and fast-moving Scheduling Assistant to join the team at Hillcrest Country Estates Cottages.

This is a fast-paced and challenging role for someone who thrives on solving problems, juggling multiple priorities, and keeping things moving when plans change quickly. Staffing needs can shift by the hour, so we are looking for someone who stays calm under pressure, thinks ahead, and is not afraid to pick up the phone and find a solution.

At Hillcrest, our mission is simple: Inspiring people to live their best lives. As the Scheduling Assistant, you will support that mission behind the scenes by helping ensure the right team members are in the right place at the right time.

What You’ll Do

As the Scheduling Assistant, you will play a key role in keeping clinical staffing organized, responsive, and within established staffing expectations.

You will:

• Build, update, and maintain nursing schedules across multiple shifts and locations.
• Adjust schedules quickly when call-ins, openings, or changing staffing needs occur.
• Contact team members to fill open shifts and help ensure appropriate staffing coverage.
• Post and communicate schedules to nursing team members.
• Monitor staffing levels and help manage staffing within established hours-per-patient-day and budget expectations.
• Review daily and weekly staffing reports and identify potential concerns.
• Coordinate and monitor agency staffing, including scheduling, communication, validation of shifts worked, and invoice tracking.
• Maintain agency utilization and tracking information.
• Support health services invoices and ancillary billing processes.
• Assist with spend-down tracking and variance reporting.
• Support recruiting activities by reviewing applicants, contacting candidates, scheduling interviews, and helping with candidate screening.
• Make hiring recommendations in partnership with clinical leadership.
• Assist with onboarding activities, including service-line onboarding, checklist completion, and orientation mentor assignments.
• Manage deadlines related to labor tracking and required PBJ reporting.
• Support payroll processes through timeclock review and corrections for clinical team members.
• Maintain accurate records, deadlines, and documentation across scheduling and staffing processes.
• Provide clerical and administrative support to clinical leadership.
• Jump in wherever needed to help keep staffing and operations moving.

What We’re Looking For

This is not a role where every day follows a predictable plan.

We are looking for someone who enjoys a challenge, can shift gears quickly, and does not get rattled when several things need attention at once. You should be able to prioritize, make decisions, communicate clearly, and keep following through until the staffing issue is resolved.

The right candidate will be someone who is naturally proactive and understands that scheduling is part logistics, part relationship-building, and part problem-solving.

Ideal candidates will have:

• Strong scheduling, organization, and time-management skills.
• Experience creating and managing schedules with multiple shifts and locations.
• Ability to work effectively in a fast-paced, challenging environment.
• Strong critical-thinking and problem-solving skills.
• Confidence making phone calls and communicating with team members about staffing needs.
• Ability to stay calm when call-ins or last-minute changes occur.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and deadlines at the same time.
• Strong follow-through and accountability.
• A proactive, “figure it out” mentality.
• Excellent verbal and written communication skills.
• Comfort working with reports, staffing data, and scheduling systems.
• Strong computer skills, including Microsoft Office.
• Ability to build positive working relationships with clinical leaders and team members.
• A team-first mindset and willingness to help wherever needed.

Education & Experience

• High school diploma or equivalent required.
• Post-high-school clerical training or a degree with a business emphasis preferred.
• Experience creating and implementing dynamic schedules with multiple shifts and locations strongly preferred.
• Experience with interview scheduling and candidate coordination preferred.
• At least one year of administrative or business-office experience preferred.
• Working knowledge of Microsoft Windows and Microsoft Office.

Why Hillcrest Country Estates Cottages?

If you like being busy, solving problems, and being the person people turn to when something needs to get figured out, this role offers plenty of opportunity to make an impact.

The Scheduling Assistant helps keep the clinical operation moving. One minute you may be adjusting the schedule after a call-in, the next you may be coordinating agency coverage, reviewing staffing reports, helping with a candidate interview, or fixing a timeclock issue.

It can be challenging—but for the right person, that is part of what makes it rewarding.

You will also participate in an on-call rotation, providing additional opportunities to earn extra money while helping support staffing needs outside of regular hours.

What Hillcrest Offers

• Competitive compensation.
• Full-time opportunity.
• On-call rotation with additional earning opportunities.
• Multiple health insurance plan options for eligible team members.
• Vision, dental, and life insurance.
• Supportive leadership and collaborative clinical teams.
• Professional development and career-growth opportunities.
• Dayforce Wallet, allowing you to choose when you get paid.
• Gym membership reimbursement and partner discounts.
• Opportunity to build experience across scheduling, staffing, recruiting, payroll support, and healthcare operations.
• Opportunities to grow within Hillcrest Health & Living.

Physical & Other Requirements

• Must be able to speak, read, and write English.
• Must be able to independently lift up to 35 pounds.
• Must be able to perform repetitive sitting, standing, bending, and other office-related movements.
• Must be able to remain flexible and calm during stressful or rapidly changing situations.
• Must have strong attention to detail.
• Must be able to work effectively in a fast-paced environment.
• Must be able to utilize technology and available resources efficiently and effectively.
• Must be able to participate in the established on-call rotation.
• Other duties as assigned.

Ready for a Role That Will Keep You on Your Toes?

If you are highly organized, quick on your feet, enjoy solving problems, and thrive in a role where no two days look exactly the same, we would like to meet you.

Apply for the Scheduling Assistant – Hillcrest Country Estates Cottages position and join Hillcrest Health & Living as we continue inspiring people to live their best lives by supporting the teams who provide care every day.