Virtual Assistant ( Appointment Setting & Scheduling Coordinator)

Sunflower Childcare Substitutes is seeking a dependable and detail-oriented Scheduling Coordinator to manage the scheduling work behind our childcare staffing services.

Your primary responsibility is to fill open shifts and quickly refill shifts when substitutes cancel. This role is ideal for someone who enjoys working with schedules, spreadsheets, and detailed information, and can keep everything accurate as priorities change.

We’re looking for an organized problem-solver who follows through, works independently, and stays focused in a fast-paced, time-sensitive environment. Customer service is a high priority for our company!

Schedule: Monday–Friday, with assigned hours within our 6:00 AM–6:00 PM Eastern Time coverage window. All schedules and communications use Eastern Time.

Responsibilities

Review staffing requests and enter complete, accurate shift information in Avionté.
Match available substitutes to center needs using internal procedures and best-fit guidelines.
Post open shifts, send availability requests, and follow up with substitutes to secure coverage.
Prioritize same-day requests, urgent openings, and call off replacements.
Cancel and repost shifts when needed, then actively work to refill them.
Confirm substitute availability and assignment details before marking shifts as filled.
Check required compliance documentation before placing a substitute, including background checks, fingerprints, and CPR/First Aid.
Maintain accurate schedules, substitute records, assignment notes, and status updates.
Build and maintain spreadsheets that track requests, filled and unfilled shifts, cancellations, and staffing hours.
Use formulas, filters, sorting, lookups, and conditional formatting to organize information and identify gaps or errors.
Review upcoming schedules to catch open shifts, conflicts, and missing information.
Give the Staffing Manager timely, accurate updates so centers receive clear communication.
Maintain clear handoff notes so both team members know what is filled, pending, or needs follow-up.

Qualifications

Advanced proficiency in Microsoft Excel or Google Sheets, including formulas, lookups, conditional formatting, and working with multiple sheets.
Exceptional attention to detail and accuracy with names, dates, times, and scheduling information.
Strong organizational skills and the ability to manage multiple open requests.
Persistent follow-through and a proactive approach to filling shifts.
Ability to reprioritize quickly when cancellations or urgent needs arise.
Strong written English and the ability to communicate clearly with substitutes and teammates.
Comfortable learning scheduling systems and digital tools.
Experience in staffing or scheduling is strongly preferred; Avionté experience is a plus.

Requirements
Your own computer with Microsoft Windows 11 or newer.
Reliable electricity & high-speed internet and the ability to use Google Meet.
A quiet, dedicated workspace.
Willingness to review training videos, learn our systems, and follow established procedures.
Dependable availability during your assigned hours.

To Apply

1. Submit your resume through this posting. Please do not contact the company directly.

2. Include a one-minute introduction video describing your scheduling experience and the spreadsheet tools or functions you use confidently. Voice recordings are not accepted.

3. Complete the Culture Index Survey: ---------- /p/LiExyEZwhzgvl9c7p

Applications without all 3 steps will not be considered.
If we are moving forward with your application you will receive an email with next steps.