Staffing Coordinator

Job Description

Job Description

Vista Senior Living Management is a dedicated branch tailored specifically for senior communities. Specializing in Assisted Living, Memory Care, and Independent Living services, Vista ensures unparalleled personalized care and 24-hour assistance for our residents, assuring a consistent and exceptional experience. Our unwavering mission is to provide an outstanding care experience rooted in genuine compassion and humble dedication to our senior’s well-being.

Bella Vista, is a proud member of the Vista Senior Living Management network, where compassionate care meets exceptional living with 16 communities spanning across multiple states, Vista Senior Living specializes in Assisted Living and Memory Care services. Our dedicated team ensures a nurturing environment where seniors thrive and find joy in every moment.

Bella Vista of Eden, an Assisted Living facility, located in Oshkosh WI is seeking a Full-time Staffing Coordinator to join our team.

Position: Staffing Coordinator

The Staffing Coordinator is responsible for developing and maintaining employee schedules, ensuring appropriate staffing levels, coordinating coverage for open shifts, and addressing daily staffing needs.

This position plays an essential role in maintaining consistent resident care by ensuring all shifts are adequately staffed. The ideal candidate must be highly organized, flexible, proactive, and willing to assist with direct resident care when staffing needs arise.

This is a hands-on position that requires flexibility, on-call availability, and the ability to work on the floor to provide resident care when necessary.

Key Responsibilities

Scheduling and Staffing

• Create, maintain, and update employee schedules to ensure appropriate staffing coverage across all shifts.
• Monitor daily staffing levels and proactively identify and address potential staffing shortages.
• Coordinate coverage for call-ins, open shifts, vacations, and other staffing changes.
• Contact available employees to fill open shifts and coordinate shift coverage.
• Maintain accurate and up-to-date schedules using scheduling software.
• Ensure staffing levels align with facility needs, resident care requirements, and established labor budgets.
• Communicate scheduling changes and staffing concerns promptly to employees and facility leadership.
• Work collaboratively with leadership to anticipate staffing needs and minimize overtime whenever possible.
• Maintain accurate records of employee availability, scheduling preferences, and shift assignments.

Attendance and Timekeeping

• Monitor employee attendance, call-ins, tardiness, and missed shifts.
• Maintain accurate attendance records and communicate attendance concerns to facility leadership.
• Review and manage employee requests for PTO and schedule changes while ensuring adequate staffing coverage.
• Monitor employee punches and assist with identifying missed punches or timekeeping discrepancies.
• Assist in managing overtime and ensuring employees adhere to their assigned schedules.
• Communicate staffing and timekeeping concerns to the appropriate leadership team members.

Direct Resident Care and Floor Coverage

• Be willing and able to work on the floor as a caregiver to provide coverage for open shifts when necessary.
• Assist with resident care responsibilities to ensure continuity of care during staffing shortages.
• Provide hands-on support to care staff during periods of increased staffing needs.
• Maintain the ability to perform caregiver duties and follow facility policies and resident care guidelines.
• Demonstrate flexibility in adjusting work hours or providing additional shift coverage based on facility needs.

On-Call Responsibilities

• Participate in an on-call rotation to address staffing needs outside of regular business hours, including evenings, weekends, and holidays.
• Respond promptly to employee call-ins and urgent staffing concerns while on call.
• Coordinate replacement staff and arrange coverage for unexpected absences.
• Be available to report to the facility and provide direct resident care when necessary to maintain appropriate staffing levels.
• Communicate significant staffing concerns or unresolved coverage needs to facility leadership.

Qualifications and Skills

• Previous experience in employee scheduling, preferably in an Assisted Living, Memory Care, or other healthcare setting.
• Prior caregiving experience strongly preferred.
• Ability and willingness to perform direct resident care duties as needed.
• Strong organizational and time-management skills.
• Ability to multitask, prioritize responsibilities, and respond quickly to unexpected staffing changes.
• Excellent communication and interpersonal skills.
• Ability to work independently and make appropriate staffing decisions.
• Experience using scheduling and timekeeping software preferred.
• Dependable, flexible, and able to remain professional in stressful situations.
• Willingness to participate in an on-call rotation, including evenings, weekends, and holidays.
• Ability to maintain confidentiality and work collaboratively with facility leadership and care staff.