Job Details

Scheduling & Administrative Support Coordinator

Provide administrative and scheduling support to the Telemedicine Capacity Planning team by executing routine, process-driven tasks that do not require prior knowledge of veterinary telemedicine operations. The coordinator will follow established procedures and SOPs to handle leave requests, calendar maintenance, data entry, survey coordination, and structured approval workflows, allowing the Capacity Planning Manager to focus on strategic planning and analysis.

Primary Duties and Responsibilities

Leave Request Processing (Daily)

• Review and triage incoming leave requests (PTO, Holiday, PGL, STD, FMLA) using the designated scheduling system.
• Apply established approval criteria per provided SOP; escalate edge cases to the Capacity Planning Manager.
• Log approved and denied requests and update scheduling records accordingly.

Schedule Data Entry (Daily/Weekly)

• Enter specialist schedule assignments for designated individuals into the Humanity scheduling platform following provided templates.
• Enter specialist CE leave after it is approved by the Capacity Planning Manager.
• Make DST (Daylight Saving Time) manual schedule adjustments in March and October per step-by-step adjustment guide.

Holiday Survey Coordination (Seasonal — Q1 and Q3)

• Distribute summer and winter holiday preference surveys to the medical professional team using provided templates and distribution lists.
• Collect and consolidate responses into the designated tracking spreadsheet.
• Flag incomplete responses to the Capacity Planning Manager ahead of established deadlines.

Calendar and Tracker Maintenance (Annual/Ongoing)

• Build and maintain the rotating holiday calendar based on rules and guidelines provided by the Capacity Planning Manager.
• Set up the new-year PTO calendar and Continuing Education (CE) tracking spreadsheet in January using provided templates.
• Keep Humanity (scheduling application) current throughout the year as changes are communicated.

General Administrative Support (As Assigned)

• Support the Capacity Planning Manager with ad hoc administrative tasks that are clearly defined and process driven.

Education

• High school diploma or equivalent required.
• Associate degree or coursework in business administration, office management, or a related field preferred.

Experience

• 1+ year of administrative, scheduling, or data entry experience in an office or professional environment.
• Experience working with scheduling software, HR systems, or similar tools preferred (specific system training will be provided).
• Experience following structured procedures and standard operating procedures (SOPs) in a team environment.

Required Skill and Abilities

• Strong attention to detail and accuracy in data entry and record keeping.
• Ability to follow written SOPs and step-by-step instructions independently with minimal supervision.
• Organized, with the ability to manage multiple recurring tasks and meet deadlines. Proficiency in MS Office Suite (Excel, Outlook, Word); ability to learn internal scheduling tools with guidance.
• Clear written communication skill for routine correspondence using standard templates.
• Comfortable with repetitive, process-oriented work that requires consistency and reliability.
• Ability to handle confidential employee information (PTO, medical leave, compensation records) with discretion.
• Collaborative and responsive; able to surface questions quickly rather than making independent judgment calls outside defined parameters.

Physical Demands

• Extensive sitting, phone, and computer use.

Work Environment

• General office or remote work environment.
• Normal office noise level.
• This is a temporary/contract assignment. Duration and hours will be defined at time of engagement.

The Company offers the following benefits for this position, subject to applicable eligibility requirements: medical insurance, dental insurance, vision insurance, 401(k) retirement plan, life insurance, long-term disability insurance, short-term disability insurance, paid parking/public transportation, paid time off, paid sick and safe time, hours of paid vacation time, weeks of paid parental leave, and paid holidays annually – as applicable.