Operations Coordinator

Job Description

Job Description

Description:

Position Title: Operations Coordinator

Department: Nursery Operations

Reports to: Director of Nursing and Clinical Operations

FLSA: Non-Exempt / Full-Time (40 hours per week)

Position Summary

The Operations Coordinator keeps daily workforce and administrative functions at Maddie’s Place running smoothly. This full-time role owns scheduling and daily staffing coordination for the Infant Care Specialist (ICS) and Registered Nurse (RN) teams, daily timekeeping and attendance administration, and compliance and credential tracking for all staff. The role also supports onboarding logistics for new hires, serves as the point person for records requests, and assists with front office administrative tasks. Reporting to the Director of Nursing and Clinical Operations, this role is a strong fit for someone who is organized, dependable, and comfortable managing recurring deadlines and details.

Position Responsibilities:

Scheduling and Staffing

• Build and publish monthly ICS and RN schedules that ensure appropriate coverage across all nursery shifts.
• Review daily staffing needs and adjust coverage as needed.
• Approve or deny shift pickup requests.
• Coordinate callout coverage and communicate staffing needs to leadership and affected staff. On-shift RNs manage RN callouts through the Recovery phone.
• Maintain the staffing whiteboard so current coverage is visible and accurate.
• Track required shifts for supplemental staff.

Timekeeping and Attendance

• Review and approve daily time edits in Paylocity.
• Review daily PTO requests and process them in line with staffing needs and policy.
• Tack Attendance Points and report results to the Director of Nursing.

Compliance and Credential Tracking

• Maintain compliance tracking for all Maddie’s Place staff, including RN licenses, CPR certification, immunization records, and other required credentials or health requirements designated by leadership.
• Reach out to staff about upcoming expirations and track each item through completion.
• Notify the employee’s supervisor when a required item lapses or a staff member is out of compliance.

Training and Onboarding Support

• Coordinate account setup for new hires, including Microsoft and OP accounts, ahead of their start date.
• Print and prepare orientation packets for new staff.
• Confirm all pre-class items are completed before orientation and communicate with new employees about any outstanding items.
• Work with the trainer and department directors to keep orientation materials up to date.
• Schedule precepting dates for new employees.
• Assist with onboarding logistics for new Peer Support staff and interns.

Records Requests and Administrative Support

• Serve as the point person for records requests, including preparing infant records for CPS and court requests, in coordination with the appropriate director and in accordance with confidentiality and privacy requirements.
• Assist with administrative tasks for the front office as needed.

Qualifications

• 1+ years of experience in scheduling, staffing coordination, healthcare operations, or administrative support.
• Experience with scheduling and timekeeping systems (Paylocity experience a plus).
• Strong organizational skills and close attention to detail, especially for tracking deadlines, expirations, and follow-ups.
• Clear, professional communication with staff at all levels.
• Proficiency with Microsoft Office Suite; ability to learn new platforms and tools independently.
• Ability to handle confidential employee and patient information with discretion, and a genuine commitment to the mission of Maddie’s Place.

Physical and Schedule Requirements

• Full-time, Monday through Friday, non-exempt role scheduled at approximately 40 hours per week.
• Primarily on-site at Maddie’s Place, with regular collaboration across nursery, HR, and administrative departments.
• Work schedule coordinated with the Director of Nursing and Clinical Operations; occasional flexibility may be needed to support orientation dates or urgent staffing needs.