Supervisor of Clinical Scheduling & Staffing Office - Program Coordinator III

Supervisor of Clinical Scheduling & Staffing Office - Program Coordinator III The Massachusetts Department of Public Health (DPH) at Tewksbury Hospital is seeking a Supervisor of the Clinical Scheduling & Staffing Office (Program Coordinator III). This role offers the opportunity to oversee staffing and scheduling operations. Working closely with senior clinical and executive leadership, monitor critical staffing needs and ensure clinical units have the appropriate resources and licensure mix to meet operational demands. This position is a great opportunity for a supervisor who enjoys combining workforce planning, data analysis, operational coordination, and employee support in a fast-paced healthcare environment. You will lead a dedicated staffing office team, collaborate with Human Resources and clinical leadership on hiring initiatives, develop meaningful staffing reports and monitoring tools, and help address challenges related to scheduling, overtime, leave, and workforce capacity. Duties and Responsibilities (these duties are a general summary and not all inclusive): Provide overall leadership, supervision, and technical guidance to the Clinical Scheduling and Staffing Office team. Collaborate with senior clinical leadership to develop and implement strategic staffing plans based on patient acuity, operational needs, and workforce requirements. Partner with Human Resources to coordinate and support clinical recruitment, posting, hiring, interviewing, onboarding, and workforce movement processes. Develop and maintain tools and processes to monitor time reporting, leave usage, benefit time, and other workforce data to support effective staffing decisions. Analyze staffing patterns, facility needs, overtime utilization, and workforce capacity, and provide data-driven recommendations to address critical shortages. Prepare reports, analyses, charts, graphs, and other staffing-related information for senior clinical and executive leadership. Oversee the development and maintenance of monthly clinical staffing schedules, including the review of time-off requests and appropriate licensure mix across units. Coordinate the procurement and utilization of contracted clinical staff when necessary to meet operational staffing needs. Serve as a resource to employees regarding scheduling, payroll-related concerns, leave procedures, time reporting, and related policies, resolving or escalating issues as appropriate. Collaborate with management, Human Resources, labor representatives, and other stakeholders to ensure staffing and scheduling practices are consistent with agency policies, collective bargaining agreements, and established procedures. Required Qualifications: Knowledge of methods and techniques used to prepare reports, charts, graphs, tables, and other data-driven materials.a Strong ability to analyze information, organize data, and communicate findings clearly and effectively. Excellent written and verbal communication skills, with the ability to follow and interpret written and oral instructions. Demonstrated ability to supervise staff, including assigning and monitoring work, evaluating performance, identifying training needs, and supporting employee development. Strong interpersonal skills and the ability to work collaboratively, professionally, and tactfully with individuals at all levels of an organization. Ability to exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information. Knowledge of applicable laws, regulations, policies, procedures, standards, and guidelines governing assigned program and administrative activities. Understanding of organizational structures, functions, and operational processes within a complex agency or healthcare environment. Knowledge of collective bargaining agreements and the ability to apply relevant provisions to staffing, scheduling, and workforce matters. Ability to effectively manage competing priorities, resolve operational issues, and support efficient and compliant program administration. Preferred Qualifications: Experience supervising staff in a healthcare, hospital, clinical operations, or workforce management environment. Experience managing complex employee scheduling and staffing operations for a large or multi-unit organization. Strong experience using workforce, scheduling, time and attendance, or payroll-related systems. Demonstrated ability to analyze staffing patterns, overtime utilization, leave usage, and workforce trends to support operational decision-making. Experience preparing reports, dashboards, charts, graphs, and data analyses for senior leadership. Experience collaborating with Human Resources and hiring managers throughout the recruitment, interviewing, hiring, and onboarding processes. Knowledge of healthcare staffing requirements, including appropriate licensure and skill mix considerations. Experience working in a unionized environment and interpreting collective bargaining agreements. Demonstrated ability to develop staffing strategies and identify solutions to address workforce shortages and operational challenges. Strong organizational, leadership, and interpersonal skills, with the ability to manage multiple priorities and collaborate effectively with clinical, administrative, and executive stakeholders. About the Department of Public Health: The mission of the Massachusetts Department of Public Health (DPH) is to prevent illness, injury, and premature death, to assure access to high-quality public health and health care services, and to promote wellness and health equity for all people in the Commonwealth. We envision a Commonwealth in which all people enjoy optimal health. Massachusetts ranks among the healthiest states according to comparative analyses, but we face numerous challenges, including chronic and infectious disease, substance abuse, violence, preventable hospitalizations, and health disparities. DPH coordinates programs and policies to address specific diseases and conditions and offer services to address the needs of vulnerable populations. We also develop, implement, promote, and enforce regulations and policies to assure that the conditions under which people live are most conducive to health and enable people to make healthy choices for themselves and their families. We license health professionals, healthcare facilities and a variety of businesses that impact public health. We operate the state laboratory and four public health hospitals. We monitor health status and manage vital records including births, marriages and deaths. We educate people about public health issues and work closely with local boards of health and community partners to identify and solve public health problems. More information can be found at: MA Department of Public Health Pre-Offer Process: A criminal background check will be completed on the recommended candidate as required by the regulations set forth by the Executive Office of Health and Human Services prior to the candidate being hired. For more information, please visit: Education, licensure and certifications will be verified in accordance with the Human Resources Division's Hiring Guidelines. Education and license/certification information provided by the selected candidate(s) is subject to the Massachusetts Public Records Law and may be published on the Commonwealth website. ADA Reasonable Accommodation: If you require a reasonable accommodation with the application/interview process, please contact us at: EOHHS Candidate ADA Requests For questions regarding this requisition, please contact Employment and Staffing at View phone number on click.appcast.io, option 4. Qualifications: First consideration will be given to those applicants that apply within the first 14 days. MINIMUM ENTRANCE REQUIREMENTS: Applicants must have at least (A) four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, and (B) of which at least one year must have been in a supervisory capacity, or (C) any equivalent combination of the required experience and the substitutions below. Substitutions: I. A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.* II. A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.* III. A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.* *Education toward such a degree will be prorated on the basis of the proportion of the requirements actually completed. NOTE: No substitutions will be permitted for the required (B) experience. Salary placement is determined by a combination of factors, including the candidate's years of directly related experience and education, and alignment with our internal compensation structure as set forth by the Human Resources Division's Hiring Guidelines. For all bargaining unit positions (non-management), compensation is subject to the salary provisions outlined in the applicable collective bargaining agreement and will apply to placement within the appropriate salary range. Comprehensive Benefits When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future. Want the specifics? Explore our Employee Benefits and Rewards! Title 101 CMR 23.00 ("Regulation") requires certain agency staff to have received the COVID-19 vaccination and Influenza vaccination, or have taken required mitigation measures, to prevent viral infection and transmission in State Hospitals and State Congregate Care Facilities. The Regulation applies to this position. Successful candidates will be required to acknowledge and attest to your vaccination status for both COVID-19 and Influenza. An Equal Opportunity / Affirmative Action Employer. Females, minorities, veterans, and persons with disabilities are strongly encouraged to apply. The Commonwealth is an Equal Opportunity Employer and does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, disability, national origin, veteran status, or any other basis covered by appropriate law. Research suggests that qualified women, Black, Indigenous, and Persons of Color (BIPOC) may self-select out of opportunities if they don't meet 100% of the job requirements. We encourage individuals who believe they have the skills necessary to thrive to apply for this role. Official Title : Program Coordinator III Primary Location: United States-Massachusetts-Tewksbury-365 East Street Job: Administrative Services Agency: Department of Public Health Schedule: Full-time Shift: Day Northern Essex Community College