Staffing Coordinator, Healthcare

Loretto Hospital is a safety-net hospital that serves more than 33,000 patients each year from Chicago’s Austin and surrounding communities. Established in 1923 as a not-for-profit community-focused healthcare provider, Loretto offers its community a unique patient-centered healthcare delivery system that promotes general wellness and education. The hospital staff are committed to providing the best possible medical care in a holistic, safe and comfortable resident environment.

By empowering patients with knowledge and resources, Loretto Hospital strives to cultivate a culture of proactive medical management within the community, with the goal of increasing the quality of life for patients and community residents.

Under the supervision of the House Administrator, the Staffing Coordinator is responsible for ensuring adequate and effective staffing coverage across all clinical and non-clinical departments. This role maintains daily staffing schedules, aligns staffing with census and acuity needs, supports timekeeping accuracy, and serves as a key liaison between Nursing Leadership, HRR, and team leaders to ensure continuity of operations and compliance with established staffing policies, union rules (if applicable), and regulatory standards.

• Develop, update, and manage schedules for nursing staff (RNs, LPNs, CNAs), allied health professionals, and support departments based on census, acuity, skill mix, and departmental needs
• Monitor call-offs, tardiness, and unplanned absences and coordinate coverage with available internal staff or agency partners
• Maintain real-time awareness of unit activity, including admissions, discharges, 1:1 sitter needs, and emergent staff changes
• Coordinate float staff assignments while ensuring competency and licensure alignment
• Ensure staffing ratios comply with federal, state, and facility-specific requirements.
• Maintain float pools and PRN/agency assignments when needed.

• Maintain accurate employee records, schedules, time-off requests, and attendance logs.
• Track licensure and certification expiration dates and coordinate renewals.
• Prepare staffing reports, variance logs, and daily/weekly staffing sheets for team leaders.
• Support payroll by validating timesheets and resolving discrepancies in worked hours.
• Ensure compliance with overtime rules, union contracts, and internal policies regarding scheduling and attendance
• Ensure all staffing practices comply with labor laws, union contracts (if applicable), and facility policies.

• Maintain staffing/scheduling systems (ADP or other platforms
• Generate reports on staffing levels, overtime, agency utilization, sitter hours, and budget variance
• Ensure accurate input of schedules, shift rotations, PTO, and FMLA/LOA updates

• Communicate schedule updates, shift openings, staffing gaps, variances, and critical shortages in a timely manner
• Communicate policy changes to staff and department leaders.
• Serve as a point of contact for staffing concerns, schedule conflicts, and call-ins.
  • Collaborate with approved agencies to fill open needs while adhering to budgets, rate agreements, and vendor contracts
  • Confirm credentials and clearance with HR before agency staff are scheduled
  • Track agency hours, timecards, and invoice reconciliation details
• Collaborate with nursing leadership and team leaders to plan for high-volume periods, vacations, or emergencies.
• Participate in daily huddles, staffing meetings, and quality/safety briefings as needed

• Understands and adheres to Loretto Hospital’s compliance standards as they appear in the Compliance Policy, Code of Conduct and Conflict of Interest Policy.
• Keeps abreast of all pertinent federal, state and Hospital regulations, laws, and policies as they presently exist and as they change or are modified.
• Ensures that the staff are trained and evaluated on their knowledge of and adherence to compliance policies and procedures specific to their jobs.

To perform this job successfully, an individual…