Scheduling Operations Specialist

Application Deadline: 9 October 2026

Department: Recruiting

Employment Type: Full Time

Location: Recruiting - Relief Staffing

Reporting To: Brittany Parker

Compensation: $50,000 - $60,000 / year

Description

Key Responsibilities

• Coordinate relief veterinarian scheduling across multiple hospitals and markets using the Vetcher scheduling platform.
• Review and manage pending shift requests and approvals to ensure timely scheduling decisions.
• Monitor open shifts and proactively identify upcoming coverage risks.
• Partner with Practice Managers and Regional Directors to prioritize critical staffing needs and develop coverage strategies.
• Manage relief veterinarian cancellations, schedule changes, and backfill needs to minimize disruptions to hospital operations.
• Support urgent and last-minute coverage needs while balancing veterinarian availability, hospital needs, and cost considerations.
• Coordinate with approved relief staffing agencies when additional coverage is needed, including managing shift requests, agency communication, scheduling needs, and ensuring agency utilization aligns with company processes and expectations. 
• Maintain accurate and up-to-date schedules within Vetcher.
• Assist with new hospital openings, market expansions, and other changing staffing needs.

• Serve as a primary scheduling contact for relief veterinarians across the organization.
• Communicate with veterinarians regarding shift opportunities, approvals, cancellations, schedule changes, platform questions, and other scheduling needs.
• Build and maintain positive relationships with relief veterinarians to support long-term engagement and retention.
• Lead proactive re-engagement efforts with inactive or underutilized relief veterinarians to increase participation, strengthen market coverage, and support current and future staffing needs.
• Help connect newly onboarded relief veterinarians with available shift opportunities and support successful first-shift placement.
• Partner with Talent Acquisition to identify markets where additional relief veterinarian recruiting is needed.
• Escalate veterinarian concerns, operational feedback, or recurring scheduling issues to the appropriate leadership team.

• Partner closely with Practice Managers, Regional Directors, Talent Acquisition, and Operations to align on veterinarian staffing needs and priorities.
• Serve as a liaison between relief veterinarians and hospital leadership when scheduling questions or concerns arise.
• Communicate staffing risks, coverage gaps, cancellations, and other scheduling changes that may impact hospital operations.
• Help ensure relief scheduling decisions and expectations are clearly communicated across teams.
• Support hospital teams with Vetcher processes, scheduling expectations, and platform best practices.
• Identify recurring communication or process gaps and escalate opportunities for operational improvement.

• Support the day-to-day administration and accuracy of the Vetcher scheduling platform.
• Assist relief veterinarians and internal teams with scheduling platform questions and basic troubleshooting.
• Identify system issues and coordinate with internal partners for resolution when needed.
• Maintain accurate veterinarian profiles, scheduling information, and shift records.
• Support the development and implementation of scheduling processes, standard operating procedures, and best practices.
• Help train and educate hospital teams on scheduling workflows and platform expectations.

• Monitor key scheduling metrics including open shifts, relief coverage, pending requests, cancellations, backfills, veterinarian participation, and other staffing trends.
• Identify markets experiencing low veterinarian engagement or increased coverage risk.
• Track scheduling activity and provide updates on high-priority or difficult-to-staff markets.
• Support analysis of relief veterinarian rates and labor costs to help balance coverage needs with responsible staffing decisions.
• Partner with leadership to identify trends and develop data-driven strategies to improve scheduling performance.
• Maintain accurate scheduling documentation and reporting.

• Proactively identify scheduling challenges and work with internal partners to develop solutions.
• Manage multiple markets, priorities, and time-sensitive staffing needs simultaneously.
• Escalate potential dark days, significant coverage gaps, or other high-risk staffing concerns.
• Help resolve scheduling discrepancies between relief veterinarians, hospitals, and operational teams.
• Adapt quickly to staffing changes, cancellations, hospital needs, and evolving business priorities.
• Support additional scheduling and staffing initiatives as the organization continues to grow.

Skills, Knowledge and Expertise

• Bachelor's degree or equivalent combination of education and relevant work experience.
• Strong organizational, prioritization, and time-management skills.
• Excellent written and verbal communication skills.
• Strong customer service and relationship-building skills.
• Ability to manage multiple markets, schedules, and competing priorities simultaneously.
• Strong problem-solving skills and ability to make decisions in a fast-paced environment.
• Detail-oriented with a high level of accuracy.
• Comfortable working with scheduling platforms, reporting tools, and technology.
• Ability to interpret scheduling data and identify trends or areas of concern.
• Ability to work collaboratively across Talent Acquisition, Operations, Accounts Payable, IT, and hospital leadership teams.
• Comfortable navigating difficult or time-sensitive conversations with professionalism.
• Ability to adapt to changing staffing needs and evolving processes.
• Previous experience in scheduling, staffing, recruiting, workforce management, veterinary medicine, healthcare, or a related field is preferred.
• Experience supporting a multi-location organization is a plus.

Benefits

• Health Care Plan with Medical, Dental, and Vision options.
• 401(k) match.
• Generous paid time off (PTO).
• Six (6) weeks of paid Parental Leave.
• One (1) annual Work/Life Balance Day off.
• Short-term and long-term disability options.
• Supplemental insurance options.
• Discounted veterinary care.
• Hands-on and e-learning opportunities.
• Professional development and career growth opportunities.