Capacity Planning Analyst
Quick Summary
Generate and enforce the 30-60-90 day headcount lock plans for our offshore vendor partners, holding them accountable to forecasted hiring and shrinkage targets. Own the Staffing Plan: Compute, align,
1 in 4 people in the US have a treatable mental health condition, but most providers don't accept insurance, making therapy too expensive for most people. Headway’s mission is to fix this by building a new mental healthcare system everyone can access. We started by solving the biggest barrier to care: insurance. The admin work - credentialing, claims, payment reconciliation - is a nightmare. We've automated that.
But we're going further. Over 70,000 providers across all 50 states run their practice on our software, serving over 1 million patients. We are building the best tools for therapists to run their entire practice, reimagining the experience of finding a therapist, and investing in the platform foundations to enable this at scale. We aren't just a billing layer; we are becoming the platform where care actually happens.
We're a Series D company with $325M+ in funding (a16z, Accel, GV, etc.), looking for exceptional people to help us achieve this mission. We want your time here to be the most meaningful experience of your career. Join us, and help change mental healthcare for the better.
- Headway is building the infrastructure for mental healthcare to work for everyone. Our CX Workforce Management (WFM) team is the staffing engine of that operation—connecting patients, providers, and payers through a contact center that is rapidly expanding in scope and headcount.
- We are looking for a highly technical Capacity Planning Lead to own the demand-and-supply modeling that drives our hiring plans, headcount strategy, and budgetary decisions with leadership.
- Architect the Capacity Engine: Build and maintain a comprehensive capacity model. You will mathematically map volume mix, omnichannel routing (Chat/Email/Voice), offshore capture rates, customer escalations, the rate of cross-functional (XFN) holds, and more.
- Model Agent Productivity: Transform raw agent-level workforce data into actionable intelligence. Compute ticket lifecycle metrics, validate handle time distributions and the number of interactions required to resolve an issue. Build logic to detect outlier behaviors (e.g., cherry-picking, complexity-driven variance) and support operational leaders as a data insights lighthouse using AI tools.
- Own the Financial Translation: Bridge the gap between Operations and Finance. Translate Erlang C FTE requirements into a fully loaded staffing plan, actively participating in monthly Budget reconciliation meetings to explain volume and handle-time variances in dollar terms.
- Drive BPO Capacity Locks: Generate and enforce the 30-60-90 day headcount lock plans for our offshore vendor partners, holding them accountable to forecasted hiring and shrinkage targets.
- Own the Staffing Plan: Compute, align, and project operational rates down to the customer’s issue-type level and market segment. Apply seasonality adjustments and project demand across monthly, quarterly, and multi-year horizons.
- Translate Messy Reality into Clean Data: Map raw ticket data through complex carrier → payer → agent specializations, handling the structural messiness of real-world insurance routing and triage misclassifications. Highly organized and with attention to details.
- WFM & Queue Physics: You possess a deep understanding of capacity planning fundamentals. You know exactly how Volume, AHT, and other KPIs – like Reopen Rate – translates to required agent-minutes, and how shrinkage, attrition, occupancy, and SLA targets layer on top.
- Cross-Functional Influence: You don’t just forecast the weather; you help build the roof. You have a track record of taking capacity insights (e.g., "This specific billing intent is breaking our Chat concurrency") and partnering with Product and Engineering to drive automated deflection.
- Data-Backed Storytelling: You communicate with CX leadership and Finance using clear, opinionated, data-backed narratives–avoiding overly technical language.
- AI-Augmented Execution: You have experience leveraging LLMs and AI-assisted tooling to accelerate exploratory data analysis, and iterate on models. Crucially, you possess the analytical rigor to know when to trust the AI's output and when to verify it.
What We Offer
~2 min readLocation & Eligibility
Listing Details
- Posted
- April 9, 2026
- First seen
- April 9, 2026
- Last seen
- April 28, 2026
Posting Health
- Days active
- 18
- Repost count
- 0
- Trust Level
- 56%
- Scored at
- April 28, 2026
Signal breakdown
We're building a new mental healthcare system. Tens of millions of Americans seek mental health care every day, but the vast majority never get the care they need. Headway is solving this, and we’re doing it all through software.
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Capacity Planning Analyst$124k–$146k