Staffing Coordinator/ Central Supply Clerk

Job Description

Job Description

Vivo Healthcare University is hiring a Staffing Coordinator/Central Supply Clerk!

Who We Are:

At Vivo Healthcare University we pride ourselves on our exceptional employee culture and the high level of care we provide for our residents. We believe that the best way to maintain our high level of care is by having a great employee culture and by treating our staff with the same care and dedication we provide for our residents.  We look forward to meeting you!

Overview:

We are seeking an experienced Skilled Nursing Facility Staffing Coordinator/Central Supply Clerk who is responsible for the procurement, inventory management, storage, and distribution of medical and non-medical supplies necessary for resident care and facility operations. This role ensures that all supplies and equipment are maintained in accordance with federal, state, and local regulations, infection prevention standards, and facility policies to support safe, effective, and efficient resident care. In addition to ensuring there is adequate nursing coverage for all shifts, to comply with the centers designated per patient days rations & to complete the mandatory reports for scheduling daily.

Benefits:

• Health, Vision, and Dental

• Life Insurance

• Disability Insurance

• PTO

Responsibilities:

• Inventory & Supply Management

  • Maintain appropriate inventory levels of supplies
  • Conduct routine inventory counts (daily/weekly/monthly)
  • Rotate stock using FIFO (First In, First Out) methodology
  • Monitor expiration dates and remove outdated supplies immediately
  • Ensure par levels are established and maintained for all departments

  Procurement & Ordering

  • Order supplies in accordance with facility budget and approved vendor contracts
  • Track orders, backorders, and delivery timelines
  • Communicate supply shortages or delays to leadership and nursing staff
  • Verify all deliveries against purchase orders and packing slips

  Storage & Organization

  • Ensure supplies are stored in a clean, organized, and secure manner
  • Maintain separation of clean vs. soiled items
  • Ensure proper labeling of all supplies and storage areas
  • Maintain compliance with infection control and safety standards (e.g., no supplies on floor, proper shelving clearance)

  Distribution

  • Distribute supplies to nursing units and departments timely and accurately
  • Maintain supply carts and emergency stock (e.g., crash carts, PPE stations as applicable)
  • Respond to urgent supply needs to support resident care

  Equipment Management

  • Track and maintain inventory of reusable medical equipment
  • Coordinate cleaning, disinfection, and preventive maintenance per policy
  • Remove damaged or unsafe equipment from service immediately

  Infection Control & Safety

  • Adhere to infection prevention and control practices related to supply handling
  • Ensure PPE and isolation supplies are readily available
  • Support compliance with facility Infection Prevention Program
  • Participate in audits related to infection control and environment of care

  Documentation & Compliance

  • Maintain accurate records of inventory, orders, and usage
  • Assist with regulatory surveys by providing documentation and demonstrating processes
  • Participate in QAPI activities related to supply management and cost control

• The Staffing Coordinator will prepare and maintain master nursing schedules.
• The Staffing Coordinator will ensure compliance with facility staffing plan and acuity-based staffing.
• The Staffing Coordinator will monitor daily census and adjust staffing levels accordingly.
• The Staffing Coordinator will facilitate shift coverage for call-offs and staffing vacancies.
• The Staffing Coordinator will maintain on—call lists and per diem staffing pools.
• The Staffing Coordinator will minimize overtime and agency usage while maintaining safe staffing.
• The Staffing Coordinator will ensure staffing compliance CMS, Florida AHCA, and PBJ requirements.
• The Staffing Coordinator will maintain accurate timekeeping and staffing documentation.
• The Staffing Coordinator will assist in preparing documentation for surveyors during regulatory surveys.
• The Staffing Coordinator will maintain staffing records for review.

Requirements:

v   High School Diploma or Equivalent required

v  Ability to lift, push and pull up to 50 pounds

v  Prolonged standing, walking, bending, and reaching

v  Ability to transport supply carts throughout the facility

v  Knowledge of medical supplies and equipment used in long-term care

v  Basic understanding of infection control principles

v  Strong organizational and time management skills

v  Ability to multitask and prioritize in a fast-paced environment

v  Basic computer skills (inventory systems, EMR supply modules)

v  Minimum 2 years healthcare scheduling experience (SNF preferred)

v  Knowledge of Florida SNF staffing regulations

v  Experience with scheduling software

Preferred

v  CNA, LPN, or RN License

v  Experience in long-term care

v  PBJ reporting experience

v  Familiarity with CMS 5-Star staffing quality measures