Staffing Coordinator - Staffing Office

RESPONSIBILITIES:

The Staffing Coordinator, Central Staffing Office plays a vital role in ensuring that entities and units across Baystate Health are adequately staffed to deliver safe, quality patient care. Reporting to the Director Central Staffing Office, this position serves as a bridge between nursing leadership, and the clinical staff, maintaining balanced schedules, addressing staffing shortages, and supporting a positive work environment, ensuring that patient care needs are met efficiently, while maintaining compliance with labor regulations, union contracts, and internal policies.

The coordinator's role is both logistical and people-centered, requiring strong communication, organizational, and problem-solving skills.

• Prepare, maintain, and update daily staffing summaries for nursing units across all hospitals.
• Utilize staffing software and/or manual methods to allocate resources efficiently across units and facilities.
• Proactively adjust assignments based on patient volume, staff availability, and unexpected absences, using competency validations.
• Comply with all established policies, union guidelines, and regulatory requirements.
• Gather information on patient acuity, census data, and specialized care needs to determine optimal staff assignments.
• Prioritize deployment of clinical staff based on skills, credentials, and competencies.
• Serve as a central point of contact for all staffing inquiries, changes, and requests system-wide.
• Communicate shift openings, overtime opportunities, and last-minute scheduling adjustments to nurses and support staff.
• Collaborate with nurse managers and leaders to anticipate and resolve potential staffing gaps.
• Track attendance, monitor overtime and agency usage, and prepare staffing reports for leadership review.
• Maintain up-to-date records on staff availability, certifications, licensure, and compliance with mandatory training.
• Continuously evaluate staffing models and recommend improvements to enhance patient safety, satisfaction, and operational efficiency.
• Participate in workforce planning initiatives and contribute to staffing-related policy development.
• Address scheduling conflicts, last-minute call-outs, and coverage gaps using creative problem-solving and negotiation skills.
• Maintain meticulous records of schedules, time‑off requests, sick calls, and shift swaps; prepare regular reports and audits for management.
• Coordinate rapid deployment of staffing resources during emergencies, such as patient surges, inclement weather, or public health crises.
• Mobilize float pools, per diem staff, or agency personnel to maintain adequate coverage.
• Orient and assist staffing coordinators and timekeepers in other areas as needed.
• Report to work as scheduled and avoid work‑related injuries through proper practices.
• Adhere to dress code and maintain identification; uphold confidentiality and act as an employee advocate.
• Review and update daily staff schedules.
• Cross‑train to provide coverage for System Scheduler functions as needed.
• Coordinate coverage for last‑minute callouts.
• Monitor staffing plans to ensure compliance with patient safety standards and regulatory requirements.
• Communicate staffing needs and reassignments to nursing supervisors and leadership team leads.

• Per‑Diem, 3rd shift
• 10:00pm- 6:00am
• Weekend & holiday rotation

361 Whitney Ave.
Holyoke, MA

• Excellent Compensation High-quality, low-cost medical, dental and vision insurance
• Generous PTO - up to 25 days in the first year, with scheduled earned increases
• Continuing education support and reimbursement
• First Time Home Buyers Financial Packages
• Farm Share Memberships
• 403b retirement company match & annual company contribution increase based…