Virtual Assistant for Staff Scheduling & Call-Out Tracking (Deputy)

We're Playtime Pros, a multi-site afterschool enrichment company in San Diego, CA serving. We're hiring a VA to own staff schedule tracking and call-out coverage in Deputy (our scheduling app) for the 2026–27 school year, starting August 2026. Roughly 10–15 hours per week to start. What you'll do: - Build and maintain weekly staff schedules in Deputy across our 3 locations - Monitor Deputy notifications so no call-out or shift give-up is ever missed - Acknowledge every call-out within 15 minutes during your working hours - Find coverage from our on-call list, vendor substitute list and coordinate the replacement - Flag scheduling conflicts, coverage gaps, and ratio issues before they become problems -Monitor Deputy closely during set daily coverage windows (Pacific Time mornings and midday, Mon–Fri) — this role is time-sensitive -Brief Sunday evening (PT) check of Deputy to catch weekend call-outs and prep Monday coverage You'll work closely with our Program Coordinator on weekly schedules. Call-out handling is time-sensitive, and you'll be expected to act on it quickly. What we're looking for: Strong written and spoken English - Highly responsive and reachable during Pacific Time mornings and mid-day, staff call-outs often come in 7:00am–2:00pm PT - Experience with scheduling or workforce software (Deputy is a big plus, but we'll train the right person) - Extremely detail-oriented, scheduling mistakes affect real classrooms and real kids - Reliable internet and a smartphone for Deputy mobile notifications Room to grow: This role can expand into broader operations support for the right person. We're growing and like to give more responsibility to people who prove themselves. To apply: Start your proposal with the word "SCHEDULE" so we know you've read this post. Briefly tell us about your experience handling schedules, shift coverage, or time-sensitive requests, and what hours (Pacific Time) you're available.