Proactive Community Living Staffing Coordinator

Description DIVISION: Community Living REPORTS TO: Community Living Operations Manager SUPERVISES: None EXEMPTION STATUS: Non-Exempt POSITION SUMMARY: The Community Living Workforce Coordinator is responsible for ensuring stable, compliant, and efficient staffing across all Community Living homes. This role owns division-wide scheduling execution, proactively identifying staffing risks, maintaining required ratios, reducing overtime, and ensuring continuity of care in a 24/7 residential environment. The Workforce Coordinator operates as a strategic execution partner to Program Managers and Community Living leadership. This role is not reactive scheduling support; it is a proactive workforce management function grounded in data, forecasting, and real-time problem solving. QUALIFICATIONS Education & Experience High School Diploma or equivalent required Associate’s or Bachelor’s degree in a related field preferred Minimum of two (2) years of experience in workforce coordination, scheduling, or administrative roles, preferably in healthcare, behavioral health, or residential services Experience supporting 24/7 staffing models strongly preferred Skills & Competencies Strong knowledge of workforce scheduling principles and staffing ratios Proficiency with scheduling platforms, databases, and Microsoft Office (Excel required) Strong analytical skills with the ability to identify trends, gaps, and risks Exceptional organization, follow-through, and attention to detail Ability to manage competing priorities in a fast-paced environment Clear, professional communication skills Ability to work independently while collaborating closely with operations leadership Ability to maintain emotional regulation and professionalism Dependability, accountability, and teamwork Willingness to learn, accept coaching, and improve performance Ability to identify issues and escalate concerns appropriately Effective verbal and written communication skills Demonstrated reliability, accountability, and professionalism High accountability and follow-through KEY RESPONSIBILITIES Dignity First Ensures staffing decisions prioritize the safety, dignity, and well-being of individuals served Maintains professionalism and respect in all interactions with staff, individuals served, and leadership Supports continuity of care by minimizing last-minute disruptions whenever possible Person-Centered Outcomes Ensures staffing coverage aligns with individual needs, supervision requirements, and ISP/BSP expectations Partners with Program Managers to adjust staffing plans based on client acuity and program changes Maintains awareness of staffing implications related to individual support needs Connected Community Builds collaborative relationships with Program Managers, Shift Supervisors, and Community Living leadership Communicates staffing updates, risks, and solutions clearly and consistently Serves as a central point of coordination for division-wide staffing needs Whole Person Support Supports workforce stability to ensure individuals receive consistent, high-quality care Helps reduce staff burnout by proactively managing coverage and overtime Utilizes PRN pools and staffing alternatives to maintain stability Empowerment Through Daily Life Supports homes in maintaining predictable staffing patterns that promote routine and consistency Ensures new hires are placed promptly and effectively to support program stability Trains staff on proper use of scheduling platforms to increase accountability and independence Integrity In Action Maintains accurate, real-time scheduling data and staffing documentation Ensures compliance with staffing requirements, training prerequisites, and company policies Tracks attendance, call-offs, and no-shows in accordance with policy Ensures no staff are scheduled without required training or certifications Collaborative Teamwork Works closely with Program Managers to ensure all staffing needs are met Participates in onboarding by meeting new hires, assigning them to homes, and setting them up in scheduling systems Coordinates staffing solutions collaboratively during coverage challenges Partners with HR by maintaining a master schedule that identifies recruitment needs Consistency and Compassion Maintains a consistent, proactive approach to scheduling and staffing coverage Anticipates coverage gaps and addresses them before they impact services Supports on-call leadership by providing staffing data and options Core Workforce Management Responsibilities Develops, maintains, and executes division-wide staffing schedules Maintains a master staffing schedule reflecting current and future needs Ensures all regulatory staffing ratios and coverage requirements are met Proactively identifies staffing gaps and develops coverage plans Utilizes PRN staff and alternative coverage options appropriately Monitors and actively works to reduce overtime Approves and tracks schedule changes within defined protocols Manages all staffing platforms, systems, and documentation Trains employees on scheduling system use and expectations Staffing Audits & Status Management Conducts weekly audits to ensure employees are working their assigned schedules Identifies discrepancies between scheduled status and actual hours worked (e.g., full-time employees consistently working part-time hours) Partners with Program Managers to address attendance, scheduling noncompliance, or utilization concerns Initiates and coordinates change-of-status actions when employees are not meeting assigned schedules, in collaboration with Program Managers and HR Audits employees who are not actively working or are underutilized and escalates findings appropriately Reporting, Tracking & Dashboards Maintains a daily staffing dashboard including: Open shifts Coverage risks Overtime usage PRN utilization Call-offs and attendance trends Provides daily staffing status updates to Community Living leadership Produces a weekly open positions and staffing needs report for HR and leadership Tracks attendance and compliance trends in alignment with company policy ACCOUNTABILITY & IMPACT The Workforce Coordinator is directly accountable for the accuracy, reliability, and effectiveness of Community Living staffing systems. Workforce Coordinator role is accountable for: Ensuring shifts are covered in accordance with regulatory and organizational requirements Maintaining accurate scheduling data and documentation Reducing avoidable overtime through proactive planning Identifying staffing risks before they result in service disruption Providing leadership with clear, actionable staffing data Failures in execution may result in service disruptions, compliance risk, staff burnout, and negative impact on individuals served. Other Duties Complete all documentation, billing, and reporting requirements in accordance with BHA and regulatory guidelines Uphold BHA’s mission and values in all work performed Additional Conditions and Expectations Must maintain professional conduct, confidentiality, and emotional regulation in all interactions with staff, leadership, and community partners. Must be able to manage competing priorities and respond calmly to urgent staffing needs, including time-sensitive phone and electronic communication. Work hours may include early mornings, evenings, weekends, or holidays as needed to support 24/7 staffing operations. Employees are not routinely responsible for direct care but must follow all BHA safety protocols when present in homes or community settings. Employees must maintain confidentiality, respect, and dignity toward all persons served, families, and colleagues, regardless of setting. ACCESS TO PHI The employee may have access to Protected Health Information (PHI). Employees must always protect the confidentiality of all client information. This includes adhering to all BHA policies and all applicable state and federal regulations regarding Protected Health Information (PHI). Sharing, discussing, or disclosing PHI in any form—verbal, written, electronic, or visual—is strictly prohibited unless explicitly authorized and required for job duties. EQUAL EMPLOYMENT Equal Opportunity is and shall be provided for all employees and applicants for employment based on their demonstrated ability and competence without unlawful discrimination based on their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted so as to violate the legal rights of religious organizations or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America. ADA STATEMENT To perform this job successfully, an individual must be able to satisfactorily perform each essential job duty. Reasonable accommodation may be made to enable qualified individuals with disabilities to perform essential job functions. ACCOUNTABILITY/IMPACT Errors in judgment or mistakes could cost the organization loss of revenue, loss of clients, and/or negatively impact BHA’s reputation. JOB TYPE Full-time SCHEDULE Mon-Fri, 8a-4:30p This is an onsite position. FULL-TIME BENEFITS Medical, Dental, and Vision coverage OnDemand Pay (access your pay when you need it) Health Savings Account (HSA) / Flexible Spending Account (FSA) options Short- and Long-Term Disability coverage 401(k) with company match Additional $100 monthly wellness benefit after 90 days Referral bonuses and more! Starting Pay Our compensation is competitive within the market. The starting rate for this position begins at $23.00 per hour, with your final offer based on a combination of your education, relevant experience, and overall qualifications. #J-18808-Ljbffr