Staffing Coordinator

Job Description

Job Description

Overview

The Staffing Coordinator is responsible for planning, coordinating, and monitoring staffing schedules to ensure adequate coverage for all behavioral health units in accordance with DNV Behavioral Health (BHE) standards, Texas Health & Human Services (HHSC) requirements, and facility staffing policies. This role supports safe patient care through daily staffing operations, real-time adjustments, timekeeping accuracy, and communication with nursing leadership.

ESSENTIAL DUTIES & RESPONSIBILITIES

Staffing Operations

• Develop, maintain, and adjust daily and weekly staffing schedules for all nursing units (RN, LVN, MHT/PCT, unit clerks, sitters).
• Ensure staffing levels meet facility staffing matrix, acuity requirements, Texas Administrative Code (TAC) standards, and DNV BHE expectations for safe care.
• Perform real-time staffing adjustments based on census, acuity, admissions/discharges, and call-outs.
• Communicate staffing updates to charge nurses and nursing leaders at shift changes.

DNV & Regulatory Compliance

• Maintain staffing documentation required for DNV survey readiness (staffing grids, assignments, competencies, census/acuity logs).
• Ensure staff assigned have verified credentials, licensure, and required training (CPI/PMAB, CPR, trauma-informed care).
• Provide staffing reports for DNV tracers, audits, and quality management meetings.
• Monitor compliance with Texas HHSC behavioral health staffing standards.

Timekeeping & Payroll Support

• Enter, verify, and correct timekeeping entries (Kronos, UKG, or other system).
• Track overtime, extra shifts, incentives, and bonuses per CNO or HR direction.
• Reconcile missed punches and attendance issues following facility policy.

• Assist Nursing Leadership and HR with staffing projections, vacancy tracking, and workforce needs.
• Coordinate orientation schedules for new staff, including clinical competencies and mandatory training.
• Maintain updated staffing rosters by license, shift, unit, and credentialing status.

Communication & Customer Service

• Serve as the point of contact for scheduling concerns, shift pickups, callouts, and schedule disputes.
• Provide timely communication to staff regarding schedules, changes, and approvals.
• Maintain professional relationships with nursing staff, HR, and leadership.

Administrative Functions
• Maintain staffing databases and communicate daily staffing plans to leadership.
• Prepare reports for CNO (monthly staffing metrics, turnover, FTE utilization, sitter use).
• Organize float pool assignments and ensure equitable distribution of extra shifts.
• Support emergency staffing during urgent operational changes or disaster activation.

Responsibilities

Education
• High school diploma required; Associate’s degree preferred.
• Coursework or certification in scheduling, HR, or healthcare operations preferred.

Experience
• At least 1 year of staffing, scheduling, or administrative experience in a hospital or behavioral health setting strongly preferred.
• Experience with DNV, Joint Commission, or other accreditation requirements is a plus.
• Familiarity with Texas Behavioral Health regulations and staffing matrices preferred.

Knowledge, Skills & Abilities
• Proficiency with scheduling/timekeeping software (Kronos, UKG, ShiftWizard, SmartLinx, etc.).
• Strong understanding of behavioral health unit workflows and staffing needs.
• Ability to manage multiple priorities and adjust staffing quickly.
• Excellent communication, conflict resolution, and organizational skills.
• Detail-oriented, accurate, and comfortable with fast-paced environments.
• Ability to maintain confidentiality and handle sensitive workforce issues.