Job Description

Super Soccer Stars is seeking a part-time Scheduling Coordinator to join our team in NYC!

Who are we?

A diverse and committed group that values teamwork and creativity in a fast-paced environment. We are connected to the mission of what we do: providing the best children's program to all the families in the area and expanding to new communities daily.

Job Summary: The Staffing Coordinator plays a key role in supporting the day-to-day operations of the staffing department by coordinating and maintaining coach schedules, ensuring program coverage, and upholding Youth Athletes United standards across all locations. The Staffing Coordinator works closely with the Operations team and coaches to deliver a seamless, consistent experience across all programs. This role will require you to work in person at our Upper West Side office from Friday through Monday.

Schedule:

• Friday and Monday: 11:00 AM to 6:30 PM
• Saturday and Sunday: 8:00 AM to 1:30 PM
• In-person role
• Schedule may shift based on seasonal needs

Key Responsibilities

Scheduling & Coverage Planning

• Assist with daily, weekly, and seasonal scheduling of coaches using the web-based staffing system.
• Ensure that all classes are fully staffed in accordance with Youth Athletes United standards.
• Verify that all classes meet the required child-to-coach ratio.
• Manage daily staffing adjustments, including last-minute substitutions and emergency coverage.
• Schedule coaches based on qualifications, availability, and program-specific criteria.
• Record and process requests for time off, sick leave, and schedule changes accurately.

Communication & Coordination

• Respond promptly to incoming calls and emails from coaches, providing assistance and resolving inquiries.
• Communicate schedule updates, location changes, and other relevant information to coaches.
• Identify and communicate any discrepancies in coaches’ schedules to the appropriate department.
• Handle all types of staffing escalations, including issues with coaches, scheduling conflicts, coverage gaps, and policy violations.
• Help resolve staffing issues independently when appropriate, escalating complex or unresolved situations to the Staffing Supervisor or Manager.

Quality Control & Reporting

• Ensure that all sick time and time-off requests are processed correctly, preventing coaches from being scheduled on their designated days off.
• Maintain coach consistency within programs when possible.

• Report daily changes, issues, and concerns to the Staffing Supervisor or Manager
• Support operations in monitoring staffing levels and program needs.
• Track and maintain records of staffing-related communications, time-off requests, and schedule adjustments.
• Provide insights and recommendations for process improvements, scheduling efficiency, and overall program quality.

Requirements

• Strong organizational and communication skills
• Familiarity with tools like Google Sheets, scheduling software, and Slack
• Ability to adapt/respond to different personality types and coaching styles
• Personable, hard-working, outgoing, and energetic
• Demonstrates personal initiative and the ability to problem-solve
• Comfortable working independently and proactively on projects and responsibilities
• Highly organized and efficient in a fast-paced environment
• Able to multitask and respond calmly under pressure
• 1–2 years of experience in staffing, scheduling, HR, or program coordination (preferred but not required)

Benefits

• Pay: $19 - $21 hourly, based on experience
• Paid Time Off
• Friendly, team-oriented work environment
• Excellent growth potential within a fast-growing organization
• Opportunity to make a real impact on youth development and community programming

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