Staffing & Schedule Coordinator

Staffing & Scheduling Coordinator

Pay Range $25 to $28.

Under the general supervision of the Administrator, the Staffing & Scheduling Coordinator performs a wide range of administrative, scheduling, and payroll related duties. This role ensures accurate staffing coverage, timely timesheet preparation, and compliance with state and federal reporting requirements.

Essential Functions

• Prepare and format general office correspondence, including reports, memos, forms, policies, and procedures.
• Develop and maintain the monthly schedules for all licensed nurses and certified nursing assistants.
• Publishes schedule two weeks prior to the start of the schedule in Workday TimeKeeping.
• Prepare and distribute the daily assignments for all licensed nurses and certified nursing assistants to each floor.
• Utilize Workday Open Shift Board to fill scheduling gaps, cover absences, PTO coverage, etc.
• Prepares the daily staffing log and posts it on all floors.
• Maintains employee attendance and tardiness records, provides attendance detail report every month to DON or SNF.
• Review and audit timecards daily; identify and report discrepancies immediately to the Administrator and the Director of Nursing (or Assistant Director of Nursing) for approval.
• Ensure accuracy of timesheet for DON/Administrator approval and submission for payroll processing.
• Prepares and maintains a variety of reports for management, and audits, ie Annual DHPPD Audits.
• Prepares all state and federal requirements such as the daily reporting of the DHPPD (CDPH 612 & CDPH 530).
• Manage all registry documentation, including credentials of staff, certifications/licensures, signatures for mandatory forms, verification of hours for DHPPD and payment/invoicing purposes.
• Collaborate with the Administrator and Director of Nursing (or ADON) regarding approvals for any PTO requests and any time of requests.
• Stay updated on Workday TimeKeeping processes.
• Respond promptly to payroll questions and coordinate resolution with the Payroll Department.
• Pick up paychecks/paystubs at the Payroll Office/Head Building every other Thursday and distribute them to the team members.
• Answer and route phone calls and communicate messages to the appropriate people.
• Responsible for the organization and cleanliness of the office.
• Orders supplies and forms as needed.
• Regular attendance and punctuality. Attendance at mandatory department meetings and in-service training.
• Train and orient new team members on timekeeping procedures.
• Receives all call-off phone calls from team members and is responsible for finding replacements for the call offs using Open Shift Board.
• Performs other duties as assigned by the Administrator, Director of Nursing, or Assistant Director of Nursing.

Skills, Abilities and Experience

Experience in healthcare staffing or scheduling preferred. Proficiency in Workday required; Kronos experience is a plus. Strong knowledge of Microsoft Office and database systems. Strong organizational and multitasking skills. Knowledge of basic labor laws and payroll practices. Ability to exercise good judgment and work independently. Excellent verbal and written communication skills and the ability to manage and work in a multicultural setting. Attention to detail. Time management and prioritization. Confidentiality and professionalism.

Educational Requirements/Licenses/Certificates

Any combination of education and experience that would provide the necessary knowledge and abilities listed, typically: AA Degree preferred or equivalent experience.

Benefits At the Masonic Homes of California and its related entities, you will have the opportunity to combine your passion for helping people and high ethical standards with opportunities to advance your career. In return for your skills and passion we offer: A work environment focused on teamwork and support for excellent care Excellent health, wage replacement, and other benefits for you and your family's well-being A generous contribution to a 401K plan whether or not you participate, and an additional contribution from the company when you participate in the plan Investment in your growth through tuition reimbursement - $1,500 per year The Masonic Homes of California is committed to helping individuals and families live safe, meaningful, and fulfilling lives. Guided by strong personal connections, continuous improvement, and the charitable values of the Masons of California, the organization focuses on delivering high-quality care, meaningful experiences, and community-centered support.