Healthcare Scheduling Administrator

Fairfax, VA
Full Time
Mid Level
Position Summary
Prometheus Federal Services (PFS) is a trusted partner to federal health agencies and is seeking a Healthcare Scheduling Administrator. The candidate will own scheduling and staffing across multiple clinical and non-clinical programs. This role will set standards, make real-time decisions to keep coverage on track, and represent the organization in partnership with internal teams, partners, and clients, and drive measurable improvements in coverage, utilization, and compliance. 

Essential Duties and Responsibilities
  • Develop, execute, and uphold enterprise scheduling and staffing policies and coverage standards for assigned programs.
  • Author and adjust schedules daily/weekly across multiple sites and teams.
  • Make real-time decisions to address callouts, census changes, and credentialing delays.
  • Investigate and resolve timekeeping and scheduling issues, document decisions and resolutions.
  • Coordinate with Onboarding and Credentialing teams to align clearance timelines with staffing needs.
  • Own key metrics (coverage, schedule adherence, utilization, timekeeping) and implement improvements based on results.
  • Prepare and present reports to internal leaders, partners, and government stakeholders as required.
  • Lead or contribute to labor optimization projects (e.g., shift redesign, float pools, cross-training).
Minimum Qualifications
  • Bachelor’s degree in Business, Healthcare Administration, or related field.
  • Minimum four (4) years of workforce scheduling/operations experience (healthcare preferred).
  • Experience in investigating and resolving significant scheduling/timekeeping issues that affect finance, service levels, and compliance.
  • Skill in planning and carrying out major staffing requirements (surge plans, contingency coverage, ramps-up/downs) that materially impact operations and partner/clients' SLAs.
  • Stakeholder management excellence: ability to negotiate operational adjustments with partners/clients and align multiple teams (Operations, Onboarding, Credentialing).
  • Advanced proficiency with scheduling platforms and Excel; strong system orientation and recordkeeping discipline.
  • Clear, concise communication, both written and verbal, with the ability to document decisions and present recommendations to leadership.
  • Strong organization and time-management; able to prioritize independently in a fast-paced environment.
  • Authorized to work in the U.S. indefinitely without sponsorship. 
  • Ability to obtain public trust. 

All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, or national origin.

This position may be subject to client or government vaccination, policy, or requirements that may change from time to time.

The work location is flexible if the company approves it, except that the position may not be performed remotely from Colorado.

PFS offers a comprehensive benefits package that includes health insurance, dental and vision insurance, flexible spending accounts, disability insurance, life insurance, a retirement plan, paid time off, remote work, and other benefits to accommodate what matters most to you and your family. Learn more about PFS Benefits.

Note: PFS benefits, compensation, and bonuses are subject to eligibility requirements and other applicable plan or program terms.

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