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Scheduler Job Description: Top Duties and Requirements

A Scheduler, or Coordinator, is responsible for managing schedules and appointments. They ensure all parties involved know about the latest updates and agree to the terms. Schedulers need to consider the subject of the appointment to determine how long the appointment should last. Their duties include scheduling appointments, managing calls, and prioritizing while balancing tasks and meetings.

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Scheduler duties and responsibilities

Schedulers need to fulfill multiple duties. Some of their responsibilities include:

  • Answering phone calls and emails, and conducting in-person visits
  • Making phone calls and sending emails reminding people of appointments
  • Scheduling appointments in a database
  • Communicating with professionals about appointment availability
  • Performing billing duties
  • Resolving scheduling conflicts
  • Managing internal staff schedules and accommodating special requests
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Scheduler Job Description Examples:

What does a Scheduler do?

Schedulers work to create appointments between clients and professionals, including Business Executives, Doctors, Hairdressers, and Massage Therapists, among others. Anyone who has to deal with a lot of meetings or who provides a specialized service may have a Scheduler helping them manage their appointments. In some cases, Schedulers work internally to organize schedules for an entire organization.

Additionally, a Scheduler organizes necessary travel arrangements and handles rescheduling as needed. Most of the time, a Scheduler spends their days on the phone or at the computer managing schedules and taking calls from people trying to make appointments. Schedulers have to work on the computer and talk on the phone simultaneously.

Scheduler skills and qualifications

To be an effective Scheduler, a person needs to have several skills and qualifications. Some of the most important skills to have for the job include:

  • Written and oral communication
  • Active listening and being open to making accommodations
  • Ability to work within a scheduling database
  • Organization and logistics
  • Attention to detail
  • Problem-solving and multitasking
  • Data entry/typing skills

Scheduler experience requirements

The experience requirements for a Scheduler largely depend on the position and the industry. Some positions with smaller companies don’t require experience and can be filled by entry-level candidates. Larger companies with more schedules to manage should seek candidates with at least one year of prior scheduling experience. Receptionists, Executive Assistants, and Office Administrators have enough relevant experience to work as a Scheduler.

Scheduler education and training requirements

When reviewing resumes for a Scheduler, look for candidates with a high school diploma or GED or higher certification. Candidates with an associate or bachelor’s degree in business administration or a related field are preferable. New hires will need some on-the-job training to become familiar with your company’s specific scheduling software. Candidates should have proven organizational and communication skills.

Scheduler salary expectations

According to Indeed Salaries, the average pay for a Scheduler in Canada is $21.40 per hour. While this is the national average, wages can vary based on the employee’s previous experience, the industry, office location, and the hiring company.

Job description samples for similar positions

If the Scheduler position isn’t quite what you’re looking for, related job descriptions include:

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Scheduler job description FAQs

Can a Scheduler's job be automated?

Most Scheduler jobs involve making appointments with service professionals like doctors or business executives. In some cases, however, Schedulers are used to managing appointments within the same company. Their job then requires even more logistics and considerations of special circumstances, as they have to keep the entire staff base happy and ensure that the company continues working to the highest standards. For example, Schedulers working for a rail network need to ensure hundreds of internal employees have the correct schedules so the trains run on schedule for the public.

Do Schedulers solely work with clients and people they meet?

Yes, basic industry knowledge is vital for Schedulers. It helps them determine how long an appointment will take so they can manage the day accordingly. For example, a Scheduler for a Dentist’s office knows the difference between how much time to book for a cleaning vs. a wisdom tooth extraction. Industry knowledge also helps Schedulers answer customer questions they will inevitably receive while taking calls.

Does industry knowledge help?

It is possible for Schedulers to work from home. Most of their duties and responsibilities can be fulfilled remotely, as they spend much of their time on the phone. The specific requirements and remote working flexibility depend on the needs of the individual employer, but a Scheduler’s core duties are achievable from a home office. Some Schedulers work completely remotely. They’re often self-employed and called Virtual Schedulers, but perform the same tasks as a Scheduler. They can work full-time for one employer, or manage multiple clients part-time.

Job Description Examples

Need help writing a job description for a specific role? Use these job description examples to create your next great job posting. Or if you’re ready to hire, post your job on Indeed.

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