Scheduler

Job Title : Scheduling Unit Coordinator

This position is hybrid with at least two (2) days are required and as determined by business need at the office. The role may involve travel within the state for meetings and community engagement activities.

Summary of the position :

This Scheduling unit position is responsible for coordinating and scheduling services across all Division programs. Key duties include conducting initial meetings with potential contractors and vendors, managing their initial paperwork requirements (e.g., background checks, W-9s, verifying required insurance coverage, software training, Secretary of State business registrations, and registration), and coordinating scheduling of providers for various Division programs. These programs include the Colorado Early Hearing Detection and Intervention program (family support programs), Communication Access Services program (legal, rural and Division communications), Communications Technology Access Program (staff, trainers, and assessors), and DeafBlind Programs (community interveners, orientation & mobility specialists, and support service providers).

The role also involves performing informational and eligibility intakes with program consumers (e.g., Rural Communication Access Services requesters), reviewing incoming assignment requests for suitability and completeness, and assigning the most appropriate providers for each request. This position is responsible for following up on assignment issues (e.g., late or no-show contractors, vendors, and / or consumers) and managing urgent scheduling demands. Additionally, the scheduler maintains updated spreadsheets with estimated assignment costs to assist the Fiscal Unit with budget expenditure forecasting and collaborates with program staff to address contractor, vendor, and / or consumer concerns. This role requires the ability to multitask, keep track of multiple ongoing project threads, work independently, solid interpersonal skills, excellent communication abilities, a customer service mentality, and time-management skills.

Primary Job Duties :

• Daily Scheduling of Division Program Services & Customer Service - This position is responsible for the comprehensive coordination and scheduling of service providers for all Division programs and internal staff. This duty involves actively monitoring and responding to incoming scheduling requests via phone calls, texts, and emails. These requests must be triaged, prioritized, and responded to in a timely manner while being mindful of urgent requests. The role includes initiating and conducting intakes with requesters and consumers as appropriate and providing essential program information and additional resources. The position must carefully review all incoming scheduling requests, clarify information as needed, and proactively find solutions when service provider availability is limited.
• Conduct Informational and Eligibility Intakes, Complete Initial Service Provider Onboarding, and Lead Annual Service Provider Paperwork Processes - This position is responsible for explaining Division programs and conducting initial program intakes if applicable (e.g., for Rural Communication Access Services). The intakes include explaining Disabilities Act (ADA) requirements, offering resources, and explaining the Division's scheduling services. This position refers people to program staff for more intensive intakes and follow-up discussions if needed. This position conducts meet-and-greets with potential service provider contractors and vendors and manages all initial paperwork requirements (e.g., background checks, W-9s, insurance requirements, Secretary of State registration information, registration, software training, etc.). This duty requires tracking all required initial paperwork, following up with each item to completion, and inputting service provider information into the scheduling software database. Once all initial paperwork is complete, this role provides the service provider information to the Fiscal Unit, which formally activates them as vendors. Once the Fiscal Unit has formally activated the vendor, this position is responsible for adding the vendor to the Division's internal scheduling software and updating the Division's lists of service providers. This position also takes the lead on annual service provider paperwork renewals (e.g., making sure provider lists and all business, address, payment, and insurance information is up-to-date, etc.). This position would complete those tasks with the assistance of the Program Assistant (IHA-04945) and Financial Administrator (IHA-06735). This position also coordinates with the Fiscal Unit and / or Leadership as appropriate if they become aware of any issues that may affect contractor / vendor status (e.g., address changes, lapsed insurance, car accident while transporting consumers, etc.)
• Other duties as assigned.