Nursing Scheduler - ACMA

Nursing Scheduler - ACMA

Agency: 650 DEPARTMENT OF VETERANS AFFAIRS

Supervisory Organization: Sulphur Veterans Home

Job Type: Full time

Compensation: $25.00

Job Description

Basic Purpose: The Nursing Scheduler / ACMA will coordinate and maintain nursing schedules, supporting daily nursing administrative operations, and ensuring efficient communication and workflow across the nursing team. This role directly supports staffing optimization, regulatory readiness, and operational consistency. This role requires a high degree of flexibility, with the expectation that the individual will seamlessly transition between administrative, scheduling, and clinical support functions to meet the needs of residents, staff, and the organization.

Typical Functions

• Develop, maintain, and balance nursing schedules (68 week blocks) in alignment with census, HPPD targets, and budget expectations. Manage daily staffing adjustments, call-offs, and coverage needs using OnShift or equivalent system. Track, process, and maintain employee leave requests; ensure timely approval or denial prior to schedule finalization. Maintain and distribute current schedules, including on-call rotations. Support staffing coordination through consistent communication and collaboration with nursing leadership and the house supervisor team, including real-time, after-hours support as needed to address emergent staffing needs. Assist with unit-based staffing alignment and redistribution of staff based on real-time needs.
• Maintain organized filing systems (electronic and physical) for compliance and operational documents, related to schedules, and other tracking as assigned by Director of Nursing (DON) or Designee, including QA monitoring and surveillance, as assigned.
• Serve as a central point of contact for scheduling-related communication between staff and leadership. Ensure timely communication of schedule updates, staffing needs, and changes. Support interdisciplinary coordination for scheduling-related functions and unit needs. Reinforce scheduling expectations, accountability, and adherence to established processes.
• Run and distribute staffing and scheduling reports, including call-offs, overtime, and coverage gaps. Provide reports to DON at the beginning of each week, for the previous week.
• Track and trend attendance, staffing gaps, and schedule compliance. Maintain accurate records to support leadership decision-making and workforce planning.
• Provide direct clinical support, within PCA/ACMA scope of practice, to ensure continuity of resident care and operational stability. Proactively identify, coordinate, and secure staffing coverage for schedule gaps; expected to provide partial shift support in extenuating circumstances, when coverage cannot be immediately obtained to ensure safe and continuous operations.
• Assist with creation and management of supplemental schedules, including dining room coverage and special assignments. Support onboarding logistics and orientation preparation. Provide general administrative support to DON and ADON team as needed.
• Performs other related duties as assigned consistent with the responsibilities of the position and agency operations.

Level Descriptor: Levels are distinguished based on the complexity of assigned duties, the level of expertise required for completion of work assignments, and the responsibility assigned for the supervision of others. This is the specialist level of this job family where employees are assigned responsibility for providing more complex patient care tasks and performs more advanced duties.

Knowledge, Skills, Abilities and Competencies: Knowledge of office methods and procedures; of grammar, punctuation and spelling; of mathematics; of preparing and interpreting charts and graphs; of basic bookkeeping procedures; of inventory techniques; of telephone procedures; of standard business communications; and of current office technologies. Skill is required to operate office machines including computers. Ability is required to follow oral and written instructions; to establish and maintain effective working relationships with others; to establish and maintain filing systems; and to prepare documents, reports, and files for dissemination to external sources. Knowledge of the English language to communicate effectively, both orally and in writing; of public health services available to the community; of record keeping; of the techniques of interviewing, of basic nursing practices and techniques; of basic methods of sanitation and personal hygiene; and of medical terminology. Ability is required to record observations and activities, to follow oral and written directions; to establish and maintain effective working relationships with others; to apply basic nursing techniques; and to judge a situation accurately and adopt an effective course of action. Candidates must possess sufficient proficiency in the English language to perform the essential functions of the position.

Education and Experience: Education and Experience required at this level consists of two years of experience in providing patient care.

Special Requirements: The Department of Veterans Affairs requires current certification in good standing by the Oklahoma State Department of Health as a (CNA) Certified Nursing Aide for Level I and II. Level III requires certification as a (CMA-A) Certified Medication Aide Advanced by the Oklahoma State Department of Health. Some agencies may have determined positions in this job family to be safety sensitive as defined by 63 O.S. 427.8.

Equal Opportunity Employment: The State of Oklahoma is an equal opportunity employer and does not discriminate on the basis of genetic information, race, religion, color, sex, age, national origin, or disability.