Staffing Coordinator

Job Summary
The Staffing Coordinator's primary job function is to create, apply, open, and manage provider and support staff scheduling templates for assigned departments. Manage appointment changes that are needed during a scheduling cycle and audit for accuracy all systems and templates of record. They serve as a subject matter expert in Athena templates and scheduling. They must have timely and effective communication of schedule changes.

Job Specific Competencies


1. Collaborate with the Clinic Administrators and the Associate Medical Directors to design, manage, and evaluate the academic program in accordance with CVCH's mission and accreditation requirements.


2. Create and maintain schedules for Providers and support staff using approved leave requests and established guidelines.


a. Manage requests for non-clinic provider time, adjusting the schedules accordingly. (i.e. meetings, coaching, training)


b. Edit/maintain payroll schedule for assigned support staff.


c. Update all sources of truth & athena with daily changes.


d. Develop annual holiday rotation for provider coverage.


3. Provide provider and support teams with timely and effective communication of schedule changes.


4. Provide payroll staff with a provider attendance report every two weeks.


5. Pay attention to detail to assure accuracy and completeness of work, conducting self-audits.


6. Post monthly on-call schedule for hospital coverage and update as needed. Also, enter this directly into ROTA for our contracted triage resource Access Nurse.


7. Continually monitor the shared Outlook inbox for all requested updates.

General Duties and Responsibilities
1. Performs other duties and tasks as assigned by supervisor.
2. Expected to be prepared to start shift at scheduled time, meet attendance standards, and work the hours necessary to perform the essential functions of the job.
3. Follows all safety policies and general housekeeping practices. Ensures the area and its equipment and supplies are neat, clean, safe, and utilized appropriately at all times, and participates in emergency drills.
4. Demonstrates sound work ethics, flexible, and shows dedication to the position and the community.
5. Demonstrates a positive attitude, is respectful, and possesses cultural awareness and sensitivity toward clients and co- workers.
6. Keeps customer service and the mission of the organization in mind when interacting with all clients, co-workers, and others.
7. Employees are expected to embrace, support, and promote the core values of respect, integrity, trust, compassion, and quality which align with the CVCH mission statement through their actions and interactions with all patients, staff, and others.
8. Conforms to CVCH policies and Joint Commission and HIPAA regulations.


Job Specifications
1. Education: Associates degree required but may substitute experience for education.


2. Certification/Licensure: N/A


3. Experience: One-year experience working with health care scheduling with strong communication and computer program experience preferred. Experience with reporting data preferred.


4. Language Skills: English required.


5. Essential Technical/Motor Skills: Knowledge of computer applications and equipment related to work. Must have intermediate computer and keyboarding skills and have the ability to enter data within company's computer system to include strong knowledge in MS Word/Excel; must demonstrate manual dexterity. Exhibit strong customer service skills, strong process improvement background.


6. Interpersonal Skills: Strong interpersonal and communication skills and the ability to work effectively with other staff and management. Demonstrated skill in developing and maintaining productive work teams. Ability to demonstrate personal integrity in all interactions.


7. Essential Physical Requirements: This job is performed mostly in a typical inside, office environment. Essential physical requirements of this job include light physical effort; repetitive motions of wrists, hands, and/or fingers; standing, walking, lifting, reaching, kneeling, bending, stooping, pushing, and pulling; frequent sitting; lifting and/or moving items up to 50 pounds, with assistance as needed; ability to read forms and computer screens and to read correspondence and other documents.


8. Essential Mental Abilities: Ability to make decisions in line with state and federal regulations; ability to read, comprehend, and analyze documents, regulations, and policies; ability to prepare and submit complete and succinct documents necessary to the job. Ability to assess and evaluate, have strong attention to detail. Knowledge of auditing and compliance procedures, quality assurance and improvement practices, understanding of the elements of sponsored clinical protocols including consent forms, and reporting requirements. Problem solving and analytical skills are required with a heavy emphasis on detailed analysis of information to support actions.


9. Essential Sensory Requirements: Essential sensory requirements include the ability to: read computer keyboard, monitor, and documents; prepare and analyze documents; read extensively; see, recognize, receive, and convey detailed information orally, by telephone and in person; convey accurate and detailed instructions by speaking to others in person and by telephone.


10. Exposure to Hazards: Worker is subject to inside environmental conditions on a frequent basis with moderate noise. Typical working conditions found in most administrative work areas. Worker has contact with consumers and other staff and may be exposed to medical conditions presented by them.


Blood/Fluid Exposure Risk
N/A


Age Specific Competency
Possesses knowledge and skills required to effectively care for and assist patients in the following age groups:
All age groups


Telecommuting:
• Position could be considered for telecommuting after proven proficiency.


Benefits


*Coverage below based on a 1.0 FTE; Medical, Dental, Paid Leave, Holidays are prorated based on FTE


Benefit:

Coverage:

Effective:

Medical


Premera (Self Insured)


Preferred Provider


Employee covered - $70.00 per month


Dependents covered - please refer to the benefits Guide 2026
for rates


First of the month following the first date of employment.


Dental


Washington Dental


Employee covered - 100%


Dependents covered - 50%


First of the month following the first date of employment.


Paid Leave


120 hours - Year 1


136 hours - Year 2
Each year after that employee will accrue 8 hours of PTO each year, on their anniversary date, until they reach a maximum of 208 hours at 10+ years.


Paid Leave may be used immediately for sick leave and after 3 months employment for vacation. Maximum accrual cap of 320 hours; hours in excess of 320 hours will automatically transfer into the employees EIB.


Extended Illness Bank (EIB)


Allows for maximum accrual of 200 hours


PTO hours in excess of 320 will transfer into EIB. Employees are eligible to use EIB hours after at least 3 consecutive scheduled working days of PTO (max 24 hours) which have been used for a personal illness and/or a qualifying event under FMLA or the WA Family Care Act.


Holidays


88 hours related to:
• New Year's Day
• Memorial Day
• 4th of July
• Labor Day
• Thanksgiving Day
• Day after Thanksgiving
• Christmas Eve
• Christmas Day
• 3 Diversity Days


Holidays are calculated as 8-hour days if full time, 1.0 FTE, and paid based on the calendar year (January 1 through December 31). Holiday hours will be added to the employee's timecard automatically. If an employee is part-time, as documented in our HR/Payroll system, Holiday hours will be pro-rated. If an employee starts after the calendar year has begun, holiday hours will be prorated based on remaining holidays in the calendar year and diversity days will be prorated as outlined below:
• Jan 1- April 30: 3 diversity days (24 hours if 1.0 FTE)
• May 1 - August 31: 2 diversity days (16 hours if 1.0 FTE)
• Sept 1 - Dec 31: 1 diversity day (8 hours if 1.0 FTE)


Please refer to the Paid Leave policy for additional details.


403(b) Retirement Plan


Lincoln Financial


150% CVCH match up to 3% of the employee's contribution


Immediately. Vesting schedule:


20% at 2 years, 50% at 3 years, 60% at 4 years, and 100% at 5 years.


Employee Assistance Program


Mutual of Omaha


No cost short-term counseling for employee and family


Immediately. Call View phone number on click.appcast.io


Long-term Disability


Mutual of Omaha


Employee Only (variable)


First of the month following the first date of employment.

Benefit:

Coverage:

Effective:

Basic Term Life


Mutual of Omaha


Employee Only (1x annual salary, up to $200,000)


First of the month following the first date of employment.


Group Accidental Death and Dismemberment (AD&D )


Mutual of Omaha


Employee Only (1x annual salary, up to $200,000)


First of the month following the first date of employment.


Supplemental Term Life


Mutual of Omaha


Employee / Spouse / Dependent(s)


First of the month following the first date of employment.


Voluntary AD&D


Mutual of Omaha


Employee / Family


First of the month following the first date of employment.


Health Reimbursement Arrangement


RedQuote


Reimbursement for out of pocket expenses for services
received at CVCH (medical, dental, and prescription) by
employees and their dependents enrolled in our medical plan.
Up to $750 per family per year


First of the month following the first date of employment.


Flex Plan: Medical


RedQuote


Flex Plan: Maximum $3,400 per year


Direct Deposit available


First of the month following the first date of employment.


Flex Plan: Dependent Care


RedQuote


Flex Plan: Maximum $7,500 per year


Direct Deposit available


First of the month following the first date of employment.


AFLAC


Supplemental insurance - cafeteria plan


First of the month following the first date of employment.


Gym Membership


CVCH will reimburse staff up to $30 per month for a local gym membership


OR


CVCH will reimburse up to $150 per year for a subscription type workout program service (i.e.: Beachbody on Demand, Les Mills, etc.)


Immediately. Once employee has submitted invoice to HR/Payroll department.


Cell Phone Discounts


Discounted monthly access fees


Discounted select accessories and special equipment


Available for personal cell phones, currently in place with AT&T & Verizon

Benefit:

Coverage:

Effective:

Tuition Reimbursement


For approved courses, the cost of tuition, books, and lab fees may be reimbursed at 75% of the actual costs up to a maximum of:
• $4,000 for an Associate's degree, vocational, technical, or certification program
• $6,000 for a Bachelor's degree
• $8,000 for a Master's degree


Upon approval; regular employees who work at least 20 hours per week, have successfully passed their evaluation period and are in good standing may apply.

Employees must agree to work for a period of two (2) years from the date of receipt of tuition reimbursement and obtain satisfactory completion of approved courses or Challenge Exams.
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