Weekend Nursing Scheduler

Job Description

Job Description

Department

Nursing

Reports to

Director of Nursing

Reporting to this position

None

Job Classification

Department Staff

Position Purpose

Responsible for developing, maintaining, and coordinating staff schedules to ensure adequate staffing coverage for all shifts and departments. Serves as a central point of communication regarding staffing and is responsible for maintaining accurate schedules, identifying staffing gaps, coordinating replacements, and communicating schedule changes in a timely and professional manner.

Required Qualifications

• Must possess a Certified Medication Aide certificate in the state of Kansas.
• Previous experience in scheduling, staffing, office administration, healthcare, or a related field preferred.
• Strong organizational and time-management skills.
• Excellent verbal and written communication skills.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities and respond appropriately to changing staffing needs.
• Ability to maintain confidentiality of employees' and residents' information.
• Basic computer skills and ability to learn scheduling and timekeeping software.
• Ability to work effectively with employees at all levels of the organization.
• Ability to remain professional and composed when dealing with staffing emergencies, call-offs, and schedule conflicts.

Major Duties and Responsibilities

• Develop and maintain daily, weekly, and monthly schedules for nursing and other assigned departments. Ensure schedules provide adequate staffing coverage based on resident census, acuity, facility requirements, and established staffing guidelines.
• Schedule employees according to their availability, qualifications, positions, shift requirements, and approved scheduling practices.
• Maintain appropriate staffing levels for all shifts, including weekends and holidays.
• Monitor schedules for compliance with facility policies and applicable staffing requirements.
• Coordinate schedules for full-time, part-time, PRN, agency, and temporary employees as applicable.
• Maintain accurate records of employee schedules, shift assignments, and schedule changes.
• Communicate schedules to employees within established facility timeframes.
• Receive and document employee call-offs in accordance with facility policy.
• Promptly identify staffing vacancies resulting from call-offs, unexpected absences, or other staffing changes.
• Contact qualified employees and/or approved staffing resources to obtain replacement coverage.
• Maintain an appropriate call list or staffing resource list for each department and shift.
• Communicate staffing changes to the appropriate supervisor or nursing leadership.
• Document attempts to obtain coverage and the final disposition of staffing vacancies.
• Assist leadership in identifying recurring staffing shortages and scheduling concerns.
• Escalate unresolved staffing issues to the Director of Nursing, Administrator, or appropriate department manager.
• Monitor attendance and scheduling patterns and communicate concerns to appropriate leadership.
• Maintain accurate documentation of scheduled hours, approved time off, call-offs, shift swaps, and other schedule changes.
• Ensure employee schedule changes are properly authorized and documented.
• Assist with monitoring overtime and avoid unnecessary overtime when possible while maintaining required staffing levels.
• Identify potential overtime issues and communicate them to nursing leadership.
• Maintain records of employee availability and regularly update availability information.
• Receive and process employee requests for vacation, personal leave, holidays, and other scheduled time off according to facility policy.
• Coordinate time-off requests with department managers and leadership as required.
• Ensure approved time off is accurately reflected in the staffing schedule.
• Monitor schedules to prevent excessive staffing shortages resulting from overlapping leave requests.
• Maintain appropriate documentation of approved and denied requests.
• Serve as a reliable point of contact for employees regarding scheduling questions and concerns.
• Communicate schedule changes promptly and accurately.
• Maintain professional and respectful communication with employees, supervisors, residents, families, and other members of the interdisciplinary team.
• Communicate staffing concerns to nursing leadership promptly.
• Maintain confidentiality regarding employee information, schedules, attendance, and other personnel matters.
• Work collaboratively with the Director of Nursing and department managers to anticipate staffing needs.
• Review upcoming schedules to identify potential staffing shortages before they occur.
• Assist with onboarding schedules for new employees, including orientation and training assignments.
• Coordinate scheduling of required education, in-service training, meetings, and competency activities when requested.
• Assist with coordinating agency or temporary staff when facility employees are unavailable, as authorized.
• Provide leadership with information regarding staffing trends, recurring vacancies, and scheduling challenges.

Additional Assigned Tasks

• Treats all residents with dignity and respect. Promotes and protects all residents’ rights.
• Establishes a culture of compliance by adhering to all facility policies and procedures. Complies with standards of business conduct and state/federal regulations and guidelines.
• Always follows appropriate safety and hygiene measures to protect residents and themselves.
• Maintains confidentiality of protected health information, including verbal, written, and electronic communications.
• Reports noncompliance with policies, procedures, regulations, or breaches in confidentiality to appropriate personnel. Reports any retaliation or discrimination to HR or the compliance officer.
• Reports any allegations of abuse, neglect, misappropriation of property, exploitation, or mistreatment of residents to supervisor/Administrator/Abuse Coordinator. Protects residents from abuse and cooperates with all investigations.
• Reports any occupational exposures to blood, body fluids, infectious materials, and/or hazardous chemicals in accordance with facility policy.
• Participates in all life safety and emergency drills and training. Fulfills responsibilities as assigned during implementation or activation of the facility’s emergency plan.
• Reports work-related injuries and illnesses immediately to supervisor.
• Follows established infection control policies and procedures.
• As a condition of employment, completes all assigned training and skills competency.

Personal Skills and Traits Desired/Physical Requirements/Working Conditions

• Ability to read, write, speak, and understand the English language.
• Must be a supportive team member, contribute to and be an example of teamwork.
• Ability to make independent decisions when circumstances warrant such action.
• Ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the public.
• Must have patience, tact, and willingness to deal with difficult residents, family, and staff.
• Must not pose a threat to the health and safety of other individuals in the workplace.
• Must be able to move intermittently throughout the workday.
• Meets general health requirements according to facility policy, including medical and physical exams and checking immunity status for various infectious diseases.
• Ability to work beyond normal working hours and on weekends and holidays when necessary.
• Ability to assist in evacuation of residents during emergencies.
• Ability to bend, stoop, kneel, crouch, perform overhead lifting, and perform other common physical movements as needed for the position.
• May be subject to falls, burns from equipment, and/or odors throughout the day; encounter reactions from dust, tobacco smoke, disinfectants, and other air contaminants.
• Subject to exposure to infectious waste, diseases and/or conditions which include AIDS, Coronavirus, Hepatitis B, and Tuberculosis.
• May be subject to hostile or emotional residents, family members, visitors, or personnel.
• Effective verbal and written communication skills and ability to exercise judgement.
• Ability to maintain composure in stressful situations.
• Resourcefulness.
• Strong leadership skills.
• Maintain a positive attitude and possess the ability to work in stressful situations.
• Ability to coordinate meetings, as well as set and achieve goals.
• Ability to be organized and efficient.
• Basic computer skills.
• CPR licensed and trained in first aid.

Compliance as a Condition of Employment and Performance Appraisal

Agreement to abide by all standards, policies, and procedures of the facility, including the facility’s compliance and ethics program, is a condition of employment. Compliance will be a factor in evaluating job performance. Violations, including failure to report violations, will result in disciplinary action, up to and including termination.

This job description is intended to convey the general scope of the major duties and responsibilities inherent in this position. Other tasks not listed here may be assigned by the supervisor. Periodic revision may be necessary to reflect changes in expectations made on long-term care by various governmental agencies. This job description will be reviewed and/or revised annually and as needed.

Individual performance will be evaluated using the following scale: 

1. Unsatisfactory:  Achieves results which are far less than the standards identified for the performance factors rated.
2. Needs Improvement:  Achieves results that are less than the standards identified for the performance factors rated. Exhibits the potential to become a competent performer. May be new to the job or need skill development.
3. Meets Standards:  Achieves results that meet the standards identified for the performance factors rated. This rating is the expected level of performance.
4. Exceeds Standards:  Achieves results which usually exceed the standards identified for the performance factors rated.

Reasonable Accommodation Statement

Consistent with the Americans with Disabilities Act (ADA) and Kansas state civil rights law, it is the policy of Pine Village to provide reasonable accommodation when requested by a qualified applicant or employee with a disability, unless such accommodation would cause an undue hardship. The policy regarding requests for reasonable accommodation applies to all aspects of employment, including the application process. If reasonable accommodation is needed, please contact [include name and/or department, telephone, and e-mail address].

Equal Opportunity Employer Statement

We are an equal opportunity employer. All applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, veteran or disability status.