Staffing Coordinator

The Staffing Coordinator is responsible for coordinating and maintaining nursing staff schedules across both Freedom Behavioral hospital locations (Monroe and West Monroe). This role ensures appropriate staffing coverage to meet patient care needs, regulatory requirements, and operational efficiency. The staffing coordinator works closely with nursing leadership, Human Resources, and department managers to manage staffing levels, monitor overtime and agency utilization, and support recruitment and onboarding of nursing personnel. This role supports patient safety, staff satisfaction, and regulatory compliance by coordinating staffing needs, monitoring attendance, and facilitating staffing adjustments in real time.

Essential Duties and Responsibilities

• Create and maintain daily, weekly, and monthly staff schedules for nursing and support staff (RNs, LPNs, MHTs, etc.) across both Freedom Behavioral Hospital locations.
• Monitor daily staffing levels to ensure compliance with state regulations, patient census, and acuity requirements.
• Ensure appropriate staffing levels based on census, acuity, and regulatory requirements
• Coordinate staffing adjustments including coverage for call-ins, shift changes, PTO, and unexpected staffing shortages
• Utilize staffing systems or software to manage schedules efficiently
• Work collaboratively with the DON, ADON, Nurse Manager, and HR Director to forecast staffing needs and identify shortages.
• Assist with reducing reliance on agency staffing by proactively managing internal coverage and shift availability.
• Maintain accurate records of staffing schedules, time off requests, overtime, and call-ins.
• Communicate staffing updates to nursing leadership and department managers in a timely manner.
• Participate in hospital orientation processes, including presenting material as directed.
• Support onboarding and scheduling coordination for new nursing hires during orientation and training periods.
• Participate in workforce planning initiatives to improve staffing efficiency and retention.
• Ensure staffing practices align with Freedom Behavioral policies, regulatory requirements, and patient care standards.
• Track employee attendance, tardiness, and absenteeism
• Ensure compliance with hospital policies, labor laws, and staffing ratios
• Assist with FMLA, PTO tracking, and scheduling accommodations
• Support a positive work environment by addressing staffing concerns

WORKING CONDITONS:

Work environment characteristics 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 to enable individuals with disabilities to perform essential job functions. While performing the duties of this job, the employee may occasionally be exposed to fumes or airborne particles. The noise level in the work environment may be moderate to high. The work environment may include chemicals used for cleaning, and have dust, mist, and stream generated in housekeeping tasks. This is a smoke-free workplace. Work requires spending approximately 75% or more of the time inside a building that offers protection from weather conditions but not necessarily from temperature changes.

The employee must provide documentation of a tuberculosis test during new-hire orientation and annually thereafter.

PHYSICAL REQUIREMENTS:

• Must be able to stand on feet for moderate periods of time, standing could be as high as 60-80% per working shift per day. Must be able to sit for extended periods of time, at least 4 hours. A certain amount of walking and standing are often necessary to carry out job duties. Lifting/carrying may exceed 10 pounds.
• Additional work environment characteristics may include: performing repetitive tasks/motion, and hearing alarms, telephone, and normal speaking voice. Stress is identified as a job hazard resulting from a hectic environment with frequent interruptions. The environment alone presents a certain amount of risk servicing psychiatric patients in acute and crisis needs
• The position also requires:

Reaching Extending the hands and arms in any direction.

Handling Seizing, holding, grasping, turning, or otherwise working with the hand or hands.

Fingering Picking, pinching, and otherwise working with the fingers primarily.

Feeling Perceiving such attributes of objects and materials as size, shape, temperature or texture by means of receptors in the skin, particularly those of the fingertips.

Talking Expressing or exchanging ideas by means of the spoken word.

Hearing Perceiving the nature of sounds by the ear.

Seeing Obtaining impressions through the eyes of the shape, size, distance, motion, or other characteristics of objects. The major visual functions are: (a) acuity – far and near; (b) depth perception; (c) field of vision; (d) accommodation; (e) color vision. .

Exposure Category: Category II (tasks involve potential for exposure to blood, bodily fluids, or tissues.)

May require early mornings, evenings, weekends, or on-call availability

PREFERRED KNOWLEDGE, SKILLS, AND/OR EXPERIENCE REQUIRED:

• High school diploma or equivalent required
• Associate or bachelor’s degree in healthcare administration, business, or related field preferred

Experience

• 1–3 years of staffing, scheduling, or healthcare administrative experience preferred
• Experience in mental health or hospital setting strongly preferred

Skills & Competencies

• Strong organizational and multitasking skills
• Ability to work in a fast-paced, high-pressure environment
• Knowledge of healthcare staffing needs and terminology
• Excellent communication and problem-solving skills
• Proficiency in scheduling software and Microsoft Office

Additional Requirement

• Effective verbal communication skills
• Effective organizational skills
• Effective interpersonal skills
• Analytical problem-solving skills
• Ability to read and comprehend written instructions; ability to follow verbal instructions
• Proficient knowledge of PC computers
• Basic understanding of DSM V diagnostic criteria
• Basic understanding of medical and psychiatric diagnoses and conditions

CERTIFICATES, LICENSES, AND/OR REGISTRATIONS REQUIRED:

• Photo ID
• Social Security Card/Driver’s License
• Primary Source Verification of education and certification (if applicable)
• CPR– (completed by end of unit orientation AEB: skills checklist)
• Behavioral Management Training– (completed by end of unit orientation and/or within 30 days of start date AEB: skills checklist