Staffing Coordinator

Job Description

Job Description

The Staffing Coordinator drives operational excellence and exemplifies Care Beyond Compare by strategically managing labor resources to ensure optimal staffing, regulatory compliance, and seamless communication across leadership and staff. Reporting to the Director of Nursing and collaborating closely with the Director of Human Resources, the Staffing Coordinator ensures efficient workforce allocation, proactively address scheduling needs, and maintain consistent shift coverage to deliver exceptional care to residents.

ESSENTIAL DUTIES & RESPONSIBILITIES

Scheduling Develop and regularly update comprehensive staffing schedules, including four-week master schedules for the nursing department, ensuring alignment with operational needs and regulatory requirements.

*Align employee schedules with qualifications, role, and patient care needs across shifts, ensuring compliance with company standards and regulatory staffing requirements.

*Maintain all nursing schedule patterns and assigned shifts within the approved electronic scheduling software, ensuring timely updates to reflect current staffing plans.

*Ensure that employees report callouts directly to their supervisor or manager. Redirect any callouts received to the appropriate leadership.

*Respond promptly to last-minute scheduling changes, such as callouts or emergencies, by reallocating resources as necessary to maintain uninterrupted staffing levels.

*Work closely with Unit Managers and other nursing leadership to proactively fill open shifts and address scheduling gaps.

*Ensure that schedules are created and maintained in a fair, consistent, and impartial manner, balancing staff needs with operational requirements.

*Analyze resident census and acuity levels in collaboration with nursing leadership to adjust staffing levels dynamically, ensuring patient care standards are met. Labor Management

*Proactively plan staffing needs by analyzing historical data, projected census, and seasonal fluctuations to avoid overstaffing or understaffing.

*Prioritize the utilization of in-house staff and minimize reliance on agency personnel to ensure better continuity of care and cost-efficiency.

*When appropriate and approved, integrate agency staff into the schedule to cover openings that are unable to be filled with in-house personnel.

*Closely manage pre-scheduled agency shifts and cancel them as soon as in-house staff accept coverage. Ensure timely cancellations to avoid unnecessary "courtesy pay" fees when possible.

*Monitor trends in employee tardiness, absences, and overtime usage, and report findings to relevant leadership to address productivity concerns. Electronic Electronic Scheduling System Management

*Maintain and update the approved electronic scheduling software to reflect accurate data.

*Log and track all schedule changes, including callouts and shift swaps, to maintain a clear record for payroll and staffing analysis.

*Oversee enrollment of all employees, including agency staff, into the time clock system, ensuring adherence to clock-in and clock-out protocols.

Communication & Reporting

*Actively participate in scheduled staffing and labor management meetings.

*Serve as a liaison between employees, department heads, and administration to effectively communicate and coordinate any changes in scheduling needs.

*Share finalized schedules promptly and provide clear, accessible updates for any changes.

*Regularly update leadership on staffing trends, such as absenteeism, tardiness, or scheduling bottlenecks, and recommend actionable solutions.

PREREQUISITES & PREFFERED SKILLS

*High school diploma or equivalent  Prior experience in healthcare staff planning is preferred. 

*Excellent written and verbal communication skills.

*Proficient with technology with previous experience using electronic scheduling and timekeeping software preferred.

*Strong organizational and time-management skills.

*Possesses a friendly demeanor and a customer service-oriented approach. *Demonstrates the ability to remain composed and perform effectively under high-pressure situations.

*Demonstrates exceptional skills in resolving conflicts.

*Ability to work independently with limited supervision.