Staffing Coordinator

Team Lead - Nursing Staffing Office

The Team Lead - Nursing Staffing Office serves as the operational lead and subject matter expert for the Nursing Staffing Office, supporting the delivery of centralized staffing, scheduling, payroll, and workforce management services across Medical Surgical division and other division as assigned. Working under the Medical Surgical Operations Supervisor, this role provides day-to-day functional leadership, workflow coordination, training and operational support to Staffing Office Administrative Coordinators to ensure consistent, accurate, and efficient staffing operations.

The Team Lead maintains a division-wide view of staffing resources and collaborates with nursing leaders to support safe staffing practices, workforce deployment, payroll integrity, and operational effectiveness. This position is responsible for monitoring staffing and scheduling activities, identifying operational issues, supporting workforce planning initiatives, and promoting standard work processes across the Staffing Office.

As a key resource for nursing leadership and Staffing Office personnel, the Team Lead utilizes data, workforce management systems, and operational expertise to support staffing decisions, improve processes, enhance service delivery, and ensure compliance with organizational policies, labor agreements, and staffing practices. While this position does not have direct supervisory responsibility, it provides leadership through influence, coaching, training, and coordination of daily operations.

Position: Team Lead

Department: Nursing Staffing Office

Schedule: Full Time

Essential Responsibilities / Duties

Staffing Office Operations & Functional Leadership

• Serves as the day-to-day operational lead for the Nursing Staffing Office, providing functional leadership and support to Administrative Coordinators to ensure consistent, accurate, and efficient staffing office operations.
• Coordinates daily workflow and prioritization of staffing office activities, ensuring timely completion of staffing, scheduling, payroll, reporting, and workforce management responsibilities.
• Serves as a subject matter expert and primary resource for Administrative Coordinators regarding staffing office processes, workforce management systems, payroll procedures, scheduling practices, and applicable organizational policies.
• Provides onboarding, training, cross-training, and ongoing education to Staffing Office personnel and supports the adoption of standardized work practices.
• Monitors operational performance, identifies workflow inefficiencies, and recommends process improvements to enhance service delivery, accuracy, and operational effectiveness.
• Assists the Medical Surgical Operations Supervisor with implementation of departmental initiatives, operational priorities, and continuous improvement efforts.
• Serves as an operational resource and escalation point for routine staffing office issues, facilitating timely resolution and appropriate communication with nursing leadership.

Staffing Operations & Workforce Management

• Collaborates with nursing leaders to support daily staffing operations and workforce deployment across the Medical Surgical division and other divisions as required.
• Maintains a wide view of staffing resources, staffing needs, and workforce availability to identify actual and anticipated staffing gaps, surpluses, and redeployment opportunities.
• Supports real-time staffing operations by monitoring census fluctuations, staffing variances, call-outs, and unanticipated coverage needs.
• Assists nursing leadership with staffing plans and resource allocation to support safe staffing practices, appropriate skill mix, and efficient utilization of staffing resources.
• Supports management of staffing-related programs and schedules including vacation grids, weekend rotation schedules, WIN (Weekend Incentive Nurse) scheduling, orientation schedules, and other workforce planning initiatives.
• Coordinates staffing office activities related to employee scheduling, shift assignments, staffing adjustments, and workforce deployment.
• Maintains open communication with nursing leadership and other operational partners to facilitate effective staffing coordination and workforce planning.

Payroll & Timekeeping Administration

• Maintains accurate staffing, scheduling, payroll, and workforce management records utilizing designated workforce management and payroll systems.
• Processes and validates staffing and payroll transactions to ensure accurate employee pay, scheduling records, premium pay, incentive pay and worked hours.
• Investigates and resolves payroll discrepancies, scheduling errors, and timekeeping concerns in a timely manner.
• Collaborates with nursing leadership and payroll partners to ensure compliance with organizational policies, labor agreements, and established payroll practices.
• Supports payroll audits and data validation activities to maintain payroll integrity and data accuracy.

Reporting, Analytics & Workforce Planning

• Generates, validates, and distributes staffing, scheduling, payroll, productivity, and workforce management reports.
• Monitors and analyze trends related to sick calls, overtime, agency utilization, premium pay, no-meal breaks, staffing variances, and other workforce metrics.
• Assists nursing leadership with workforce planning activities through the collection, analysis, and interpretation of staffing and workforce data.
• Supports forecasting activities related to staffing needs, workforce utilization, scheduling patterns, and operational demands.
• Maintains reporting tools, staffing records, and workforce data to support operational decision-making and resource planning.

Customer Service & Collaboration

• Serves as a primary resource for nursing leaders and staff regarding staffing office processes, scheduling practices, payroll procedures, and workforce management systems.
• Builds collaborative relationships with nursing leadership, educators, human resources, payroll, finance, and operational partners to support organizational goals.
• Provides responsive customer service while balancing competing priorities within a fast-paced, high-volume healthcare environment.
• Performs other related duties as assigned.

(The above statements in this job description are intended to depict the general nature and level of work assigned to the employee(s) in this job. The above is not intended to represent an exhaustive list of accountable duties and responsibilities required)

Job Requirements

Education

• Associates degree Required
• Bachelor's Degree Preferred

Experience:

• Minimum of one year of healthcare staffing, scheduling, payroll, workforce management, or healthcare operations experience required
• Minimum of two years of healthcare staffing, scheduling, payroll, workforce management, or healthcare operations experience preferred

Knowledge and Skills:

• Nursing staffing models
• Workforce management principles
• Payroll and timekeeping processes
• Labor agreement interpretation related to scheduling and staffing
• Advanced Excel
• Reporting and analytics
• Workforce forecasting
• Problem solving
• Conflict resolution
• Training and coaching
• Influence without formal authority
• Prioritize competing demands in a 24/7 operation
• Analyze staffing and payroll data
• Communicate effectively with frontline staff and nursing leadership

Compensation Range:

$22.84- $31.97

This range offers an estimate based on the minimum job qualifications. However, our approach to determining base pay is comprehensive, and a broad range of factors is considered when making an offer. This includes education, experience, skills, and certifications/licensures as they directly relate to position requirements; as well as business/organizational needs, internal equity, and market-competitiveness. In addition, BMCHS offers generous total compensation that includes, but is not limited to, benefits (medical, dental, vision, pharmacy), discretionary annual bonuses and merit increases, Flexible Spending Accounts, 403(b) savings matches, paid time off, career advancement opportunities, and resources to support employee and family well-being.

Note: This range is based on Boston-area data, and is subject to modification based on geographic location.

Equal Opportunity Employer/Disabled/Veterans

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