Scheduler and Program Enrollment Specialist

Description

Help connect people with and without disabilities connect to recreation therapy programming in Northeast Ohio.

Rec2Connect Foundation is seeking an organized, proactive, and people-focused Scheduler & Program Enrollment Specialist to join our team in Northeast Ohio.

This is an important role within our organization. You will help ensure that our recreation therapists have well-managed schedules, program openings are filled, participants move through the enrollment process efficiently, and families have the information they need to access our programs.

The ideal candidate is someone who loves organization, communicates exceptionally well, pays attention to details, and enjoys solving scheduling challenges.

• Manage and coordinate recreation therapist schedules.
• Schedule individual therapy sessions and program services.
• Monitor cancellations and schedule openings.
• Fill open spots by connecting with individuals on our waitlists.
• Enroll participants into appropriate Rec2Connect programs.
• Coordinate schedules based on participant needs, therapist availability, locations, and program capacity.
• Ensure all required participant paperwork is completed before services begin.
• Follow up on missing or incomplete documentation.
• Maintain accurate participant and scheduling information in our ERM/scheduling system.
• Communicate schedule changes and enrollment information to therapists, staff, participants, and families.
• Work closely with the Program Director, Program Managers, and therapists to maximize program capacity.
• Help ensure participants have a smooth and positive experience from enrollment through participation.

At Rec2Connect, we’re working to break down barriers and make recreation accessible to people with and without disabilities.

Every schedule you create, every opening you fill, and every participant you enroll helps connect someone to an opportunity to swim, hike, bike, climb, kayak, exercise, socialize, build confidence, and belong.

If you’re an organized, compassionate professional who enjoys making things happen behind the scenes, we’d love to have you join our team.

To Apply:
Please submit your resume 

Rec2Connect Foundation is an equal opportunity employer.

Requirements

Required Skills

• Highly organized and able to manage multiple schedules and priorities.
• An excellent communicator who is comfortable communicating with families and staff.
• Detail-oriented and committed to accurate records and paperwork.
• Proactive and willing to take initiative rather than waiting for problems to arise.
• A strong problem solver who can quickly find solutions to scheduling challenges.
• Comfortable working with electronic scheduling and record systems.
• A collaborative team member who understands the importance of communication across departments.
• Passionate about helping people access inclusive recreation opportunities.

Required Experience

• Previous scheduling or administrative experience.
• Experience working with an ERM, electronic scheduling system, electronic records system, or similar platform.
• Strong written and verbal communication skills.
• Excellent organizational and time-management skills.
• Ability to maintain confidential participant information.

Preferred Experience

Experience in any of the following is a plus:

• Recreation therapy
• Healthcare or human services
• Disability services
• Social services
• Program coordination
• Nonprofit organizations
• Participant enrollment
• Waitlist management
• Staff scheduling

Summary

The Scheduler & Program Enrollment Specialist is responsible for coordinating and maintaining therapist schedules, enrolling participants into Rec2Connect programs, managing waitlists, and ensuring all required participant and program paperwork is completed accurately and on time.

This position serves as a key communication link between therapists, program staff, participants, and families. The Scheduler & Program Enrollment Specialist must be highly organized, detail-oriented, proactive, and comfortable managing multiple schedules and priorities in a fast-paced, community-based recreation therapy environment.

Essential Responsibilities

Scheduling & Calendar Management

• Manage and maintain schedules for recreation therapists and program staff.
• Schedule individual therapy sessions and program services based on participant needs, therapist availability, and program capacity.
• Monitor schedules for openings, cancellations, and changes.
• Communicate schedule changes promptly to therapists, staff, participants, and families.
• Identify scheduling conflicts and work proactively to resolve them.
• Maintain accurate scheduling information within the organization’s ERM/scheduling system.
• Monitor therapist schedules to ensure appropriate utilization and available appointment times.

Waitlist & Participant Enrollment

• Manage participant waitlists and identify individuals who can be placed into available program or therapy openings.
• Contact families and participants regarding available openings.
• Match participants with appropriate programs, therapists, times, and locations.
• Complete the enrollment process and ensure participants are appropriately scheduled.
• Monitor enrollment levels and proactively fill openings caused by cancellations or participant changes.
• Maintain accurate participant enrollment and program information.

Paperwork & Documentation

• Ensure all required participant paperwork is completed before services begin.
• Monitor expiration dates and missing documentation.
• Follow up with families, participants, and staff regarding incomplete or missing paperwork.
• Maintain accurate electronic records within the ERM and other organizational systems.
• Ensure scheduling and enrollment records are accurate and up to date.
• Assist with documentation processes related to program participation and recreation therapy services.

Communication & Team Coordination

• Maintain strong, professional communication with therapists, program managers, leadership, participants, and families.
• Communicate daily scheduling needs and changes to appropriate team members.
• Work closely with therapists and program managers to maximize available program capacity.
• Provide timely responses to scheduling questions and concerns.
• Participate in team meetings and contribute information related to scheduling, enrollment, waitlists, and program capacity.
• Help create a positive and organized experience for participants and families.

Administrative Responsibilities

• Maintain accurate schedules, calendars, waitlists, and enrollment records.
• Track program capacity and identify opportunities to increase participation.
• Assist with reports related to scheduling, enrollment, attendance, and program utilization.
• Follow Rec2Connect policies and procedures related to participant privacy, documentation, communication, and scheduling.
• Maintain confidentiality of participant and organizational information.
• Perform other administrative and program-support duties as assigned.

Previous scheduling or administrative experience; experience with ERM or electronic scheduling systems; strong communication, organizational, and time-management skills; ability to maintain confidential information.

Key Responsibilities

• managing schedules
• enrolling participants
• maintaining records

Skills & Tools

ERM

Job Details

• Category: Administrative & Clerical Support
• Seniority: Entry Level
• Commitment: Part Time
• Workplace: Remote — Independence, Ohio, United States
• Languages: English

About Rec2Connect Foundation

A foundation connecting people with and without disabilities to inclusive recreation therapy programming. — Industry: Non-Profit Organizations and NGOs