Staffing Coordinator

Job Description

Job Description

POSITION SUMMARY:

The Staffing Coordinator plays a key role in keeping our care team running smoothly, supporting caregivers, coordinating schedules, and helping ensure every client receives consistent, high-quality care. This position blends hands-on coordination with meaningful relationship-building, giving you the opportunity to directly impact both caregiver success and client experience.

You’ll serve as a central point of communication for caregivers and office operations, helping solve problems in real time, support staffing needs, and maintain continuity of care. This is an ideal role for someone who is organized, proactive, and takes pride in being the person others rely on to keep things on track.

ESSENTIAL DUTIES & RESPONSIBILITIES (include the following, but are not limited to):

Caregiver Coordination & Support

• Lead caregiver recruitment efforts, including sourcing, interviewing, and selection (occasional local travel as needed).
• Oversee onboarding and orientation to ensure caregivers are prepared, confident, and aligned with company standards.
• Coordinate and manage caregiver scheduling based on client care plans, availability, and continuity of care.
• Proactively resolve scheduling gaps, call-offs, and coverage needs to maintain service reliability.
• Serve as the primary point of contact and support for caregivers, providing guidance, coaching, and performance feedback.
• Support and participate in caregiver training, skills development, and ongoing education initiatives.
• Conduct and support performance evaluations and maintain accountability to care standards and company expectations.
• Ensure all caregiver compliance requirements are met, including background checks, documentation, and employment records.
• Monitor caregiver satisfaction, engagement, and retention, identifying and addressing issues early.
• Maintain accurate caregiver records and scheduling data within company systems.
• Assist with timekeeping review, payroll coordination, and resolution of caregiver pay-related issues.
• Occasionally provide direct care coverage for client shifts when necessary to support operations and continuity of care, beyond the base part-time office hours, offering the opportunity to increase weekly hours.

Office & Administrative Support

• Support daily office operations to maintain an organized and professional work environment.
• Assist with phone coverage and general inquiries as needed (not the primary responsibility of the role).
• Maintain accurate records, reports, and documentation related to caregiver coordination and compliance.
• Assist with payroll coordination, billing support, and other administrative processes as needed.
• Assist with social media, digital marketing, and creative content postings as needed.
• Support leadership in developing client referrals.
• Perform other administrative and office tasks, as requested.

KNOWLEDGE, SKILLS & ABILITIES ( Reasonable accommodation may be made for individuals with medical limitations or disabilities to perform essential functions.)

• Exceptional and verifiable customer service, client relations, and employee relations skills and experience; demonstrating the ability to be professional and courteous in interactions - exercising good judgment to resolve concerns at all levels internally and externally.
• Is sensitive and skilled in dealing with differing feelings and values of both internal and external customers. Withholds judgment and actively listens; seeks to understand.
• Excellent organizational skills, attention to detail, and the ability to prioritize and meet deadlines in a changing and fast-paced environment.
• Excellent comprehension and communication skills, with the ability to listen to and understand information and ideas presented through verbal communication in person and over the phone.
• Must demonstrate enthusiasm, trustworthiness, personal integrity, and honesty.
• Ability to maintain confidentiality with sound decision-making skills per HIPAA laws and regulations, company policies, culture, and philosophy.

• Ability to work both independently and as part of a team, involving leadership when necessary.

• Good decision-making skills, with the ability to analyze information, evaluate results, and implement the best solution to solve problems or challenges.
• Proactive communication to prevent problems.

• Self-motivated, with a willingness to learn and dedication to keeping up to date technically.
• Curious and motivated to learn.
• Able to hold self and others accountable for maintaining ethical and compliant business practices in alignment with the organizational Mission, Vision & Values.
• Passionate about providing excellent care to our clients.

QUALIFICATIONS

• High School Diploma or GED required; some college preferred.
• Friendly, approachable personality — able to connect with prospective clients and caregivers by phone and email.
• Comfortable working in a fast-paced environment and handling multiple priorities.
• Professional, reliable, and committed to building long-term success with our team.
• Minimum of one year in an office setting or equivalent experience preferred.
• Previous experience in scheduling, office coordination, or customer service strongly preferred.
• Strong organizational, communication, and problem-solving skills.
• Home care or geriatric experience strongly preferred
• Active CNA certification (or equivalent hands-on caregiving experience) strongly preferred, especially for supporting caregiver training and occasional shift coverage. 
• Bachelor’s degree or related secondary education or certification in Business degree or equivalent is a plus.
• Proficiency in computer skills and MS Office applications, with the ability to learn and utilize other software programs quickly.

PHYSICAL DEMANDS (includes but is not limited to):

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made for individuals with medical limitations or disabilities to perform the essential functions.

• Able to move items up to 20 lbs.
• Able to remain in a stationary position for extended periods.
• Able to communicate with others over the phone and in person to accurately exchange information.
• Able to acquire information from a variety of resources.
• Able to work in a constant state of alertness and a safe manner.

We are an equal opportunity employer and prohibit discrimination/harassment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state, or local laws.

Senior Helpers of Castle Rock & Parker is an independently owned and operated franchise backed by a nationally recognized in-home senior care leader with over 400 locations worldwide.