Scheduling Specialist

Starting Rate: $22.00-$24.00/hour

The Scheduling Specialist supports the organization by booking and confirming service providers in consultation with the Assistant Director and Director for all agency-wide communication access requests. This position plays a critical role in monitoring communication about outstanding request details seeking Deaf-centered input on access providers assigning coverage and maintaining cancellations changes and confirmations of all agency requests. The Scheduling Specialist works closely with the Administrative Specialist on the data integrity of the request while seeking consultation about preferred communication access providers from team leadership and consumers. This role supports agency-wide fiscal operations by preparing invoice details for all external billing and reimbursable requests for approval by team leadership. The Scheduling Specialist supports the agencys network of communication access providers by maintaining contact information and availability of external vendors to meet access demands that exceed the capacity or specialty of internal communication access capacity.

Who We Are

At Advocates we provide comprehensive services for people facing developmental mental health or other life challenges.

Werea nonprofit mission-driven organization with a person-centered approach empowering the individuals we support to make choices build independence and live full meaningful lives. Our work is rooted in respect compassion and inclusion and we envision a world where individual differences are appreciated and celebrated.

At Advocates we value the ideas experiences and contributions of employees and are committed to fostering a supportive welcoming culture where everyone can grow and thrive.

• Monitor communication access scheduling to ensure timely qualified culturally responsive and equitable service delivery.
• Maintain the daily scheduling and coordination of communication access requests using USked and related systems.
• Serve as a central point of communication between requestors Deaf consumers interpreters and staff.
• Support the Administrative Specialist to monitor and triage incoming requests by assessing urgency complexity and communication access needs.
• Support the Administrative Specialist and team leadership to maintain interpreter availability records and assist requestors in identifying possible availability on the schedule.
• Assign staff and freelance interpreters based on qualifications experience cultural and linguistic needs consumer preferences availability and the unique requirements of each assignment in consultation with team leadership. Send out confirmations related to filled requests.
• Partner with the Administrative Specialist and Deaf stakeholders and professionals to support Deaf-led data collection practices including communication access preferences needs assessments and feedback on assignments.
• Act as secondary escalation and follow-up support to the Administrative Monitors assignment preparation including materials links and logistical readiness.
• Prepare scheduling-related billing processes including accounts payable and receivable activities. Support leadership with data tracking and reporting related to service utilization costs and scheduling trends
• Support agency communication with external vendors including contact information availability and guidance on invoicing and reimbursement procedures.
• Utilize department and organizational systems including scheduling software OneDrive Microsoft Office Smartsheet and other data management tools.
• Attend and actively participate in supervision staff meetings and professional development activities.
• Treat all members of the Advocates community with dignity and respect in alignment with The Advocates Way and Advocates Human Rights policies. Promptly report any concerns regarding abuse or neglect of individuals served through supervisory channels or other required mandated reporting processes. Report concerns related to employee discrimination through supervisory channels or by following the Hate Discriminatory or Oppressive Behavior (HDOB) reporting protocol.
• Ability to work in a hybrid environment with flexibility to work both remotely and on-site as needed.
• Perform other duties as assigned.

• Proficiency in American Sign Language and written English. Native and heritage signers are strongly encouraged to apply. Must possess strong interpersonal skills for working in a diverse multi-lingual multi-cultural community.
• Understanding of Deaf community culture language and intersectional identities required. Experience with Deaf DeafBlind DeafDisabled Hard of Hearing and Late Deafened identities preferred.
• Two-year degree (A.A.) required degree in related field preferred.
• Must have lived or professional experience with interpreting in a wide variety of settings with Deaf professionals. Experience with scheduling coordination and billing preferred.
• Experience working in Human Services such as behavioral health developmental and brain injury services substance use recovery and/or other related fields preferred.
• Proficient computer skills; experience with Microsoft Office Suite and Zoom preferred.
• Ability to thrive in a fast-paced team-oriented environment as well as work independently. Strong customer service skills organizational skills and ability to multi-task.
• Must have transportation access available during working hours to travel between sites.
• Must be able to perform each essential function satisfactorily with or without reasonable accommodations.

Advocates is committed to cultivating a diverse and welcoming community where everyone feels respected and valued. Advocates fosters a culture of inclusion that celebrates and promotes diversity along multiple dimensions including race ethnicity sex gender identity gender expression sexual orientation partnered status age national origin socioeconomic status religion ability culture and experience.