On-call Master Scheduler for team and clients

The Opportunity Club is a team of Direct Support Professionals who work with adults who experience Intellectual and Developmental Disabilities. We are seeking a virtual assistant to support our team & clients with all scheduling needs. The importance of HIPPA compliance with our clients’ and team members’ private information is imperative. This position was newly created, seeking candidates open to adapting pay and position structure as we work together and communicate through the process to ensure fairness and efficiency. When scheduling, the following details must be considered: -Each client has a different contracted amount of hours and mileage available each month. We would need to stay within these limits. -Every client and Direct Support Professional has different availability. -Before being scheduled to work with a client, our Direct Support Professionals must be trained to work with that client. -Our team lives all around the Portland area. Distance to clients will need to be taken into account. -We will be working with you to create a system for when clients cancel, team members call out, need to be rescheduled or need coverage for a planned absence. -We have a team of 15 people, 30 clients, and are growing. -Multiple DSPs often work with the same client and coordination of these schedules could be relevant. -We’d like to provide our team members with 2 weeks of schedule in advance. This position would be on call. We estimate about 40 hours a month: -Creating schedules for new clients (6 hours/month) -New employees schedules (12 hours/month) -Ongoing schedule maintenance (5 hours/month) -Vacation/Sick time scheduling (2 hours/month) -Client cancellations (4 hours/month) -Employee sick/call outs (5 hours/month) -Additional team scheduling support (4 hours/month) We are very interested in working with a company that is: -Family business -Woman owned -BIPOC owned -LGBTQ owned We are looking for quotes for this support and also would like to know if you have different packages for availability. We support our clients 7 days a week and ideally would like to have a scheduler available when needed. We are thinking of a time frame of 10am-6pm daily but are open to negotiating times. We are curious about contract length as well as the process of canceling this hired service as needed.