Staffing Coordinator

The Staffing Coordinator (Scheduler) is responsible for managing and coordinating staff schedules in a healthcare, long-term care, or assisted living facility. This role ensures that staffing levels are maintained to provide adequate coverage across all shifts, meeting the needs of the facility while adhering to labor regulations and budgetary guidelines. The Staffing Coordinator works closely with department heads, nurses, and human resources to ensure efficient staffing and manage employee scheduling requests, absences, and staffing shortages.

• Staff Scheduling:

  • Create and maintain staff schedules, ensuring adequate coverage for all shifts, including weekends, holidays, and on-call shifts.
  • Adjust schedules as needed to accommodate last-minute changes, such as employee absences or increases in patient needs.
  • Monitor time-off requests, overtime, and shift swaps, ensuring schedules comply with labor laws, union contracts (if applicable), and facility policies.
  • Communicate schedule changes to staff promptly and efficiently.

• Attendance and Staffing Management:

  • Track employee attendance, sick days, vacation days, and leave of absence requests.
  • Manage call-offs and coordinate replacements to ensure appropriate staffing levels are maintained at all times.
  • Maintain records of staff availability and ensure accurate documentation of shift changes, call-ins, and absences.
  • Ensure that staffing adjustments align with census levels and resident care needs.

• Collaboration with Department Heads:

  • Work closely with nursing supervisors, department heads, and the human resources team to understand staffing needs and address any issues related to scheduling.
  • Communicate with leadership about staffing shortages, overtime issues, and suggestions for schedule adjustments.
  • Assist in developing staffing plans for new hires, ensuring they are properly oriented and integrated into the schedule.

• Recruitment and Staffing Support:

  • Assist in identifying staffing gaps and work with HR to support recruitment efforts to fill open positions.
  • Maintain a pool of available on-call or per diem staff to help fill shifts when needed.
  • Support the onboarding and orientation process for new employees by ensuring they are integrated into the schedule effectively.

• Employee Communication:

  • Serve as a point of contact for staff regarding scheduling inquiries, time-off requests, and shift changes.
  • Respond to scheduling concerns or conflicts in a professional and timely manner.
  • Maintain open communication with staff to ensure their scheduling preferences are considered while balancing the facility's needs.

• Compliance and Documentation:

  • Ensure compliance with all local, state, and federal labor laws, including overtime regulations and wage and hour laws.
  • Maintain accurate records of schedules, time-off requests, shift swaps, and overtime for auditing and payroll purposes.
  • Ensure that staffing levels are in line with regulatory requirements for patient care ratios and facility standards.

• Emergency Staffing:

  • Be prepared to handle emergency staffing situations by quickly identifying available staff to cover shifts due to sudden call-offs or unexpected increases in patient needs.
  • Participate in on-call rotation as needed to respond to urgent staffing needs outside of regular hours.

• Education: High school diploma or equivalent required. A degree or certification in healthcare administration, business, or a related field is preferred.
• Experience: Minimum of 1-2 years of experience in staffing, scheduling, or administration in a healthcare or long-term care setting is preferred.
• Skills:
  • Strong organizational and multitasking skills with attention to detail.
  • Excellent communication and interpersonal skills, with the ability to work well with staff and management.
  • Proficiency in scheduling software, electronic health records (EHR), and other administrative tools.
  • Knowledge of labor laws, healthcare staffing regulations, and overtime management.
  • Ability to handle sensitive and confidential information with discretion.

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• Health benefits including Medical, Dental & Vision
• 401k with company match
• Early Pay via Tapcheck!
• Employee Perks & Discount program
• PTO + Company Holidays + Floating Holidays
• Referral Bonus Program
• Mentorship Programs
• Internal/Upskilling Growth Opportunities
• Continued Education Loan Repayment Program powered by Clasp