Staffing and Scheduling Coordinator

Staffing and Scheduling Coordinator Job Summary

Responsible for comprehensive development and management of the working and master schedules to maintain appropriate staffing levels in the nursing department with consideration to acuity and budget.

• Actively participate in the overall management of labor costs through strict adherence to schedule management in the electronic scheduling system, fair and consistent scheduling practices, tracking unplanned labor hours, managing bonus eligibility and payment amounts.
• Understand Payroll‑Based Journal (PBJ) requirements and CMS regulations as they relate to payroll and timekeeping for complaint reporting purposes.
• Audit to ensure all hours worked in nursing are recorded correctly, including agency/contractor worker hours, and that all work rule transfers are complete for PBJ reporting purposes.
• Interact with candidates during the post‑offer phase to discuss and assign their schedule pattern to ensure continuity of care and balanced daily coverage.
• Ensure staffing levels align with budgeted PPD based on current census; consult with the Director of Nursing for guidance as needed and maintain compliance with all state and federal staffing requirements.
• Maintain all schedule patterns in the electronic scheduling system and use this information to determine staffing and recruiting needs for the department of nursing.
• Actively manage all schedules for posting, daily deployment, and CMS Staff Posting requirements using the electronic scheduling system.
• Receive and manage replacement needs for staff call‑offs.
• Update all temporary and permanent schedule changes daily using the electronic scheduling system, including entry of pending time‑off codes for planned absences.
• Maintain a record of absenteeism using the electronic scheduling system and report to the Director of Nursing.
• Timely record all Leaves of Absence, special requests, time‑off and holiday requests, and requests for schedule changes in the electronic scheduling system.
• Obtain appropriate and timely approval for time‑off requests, shift trades, and vacation requests; file and record all requests.
• Attend routine staffing meetings and report to the Administrator, Director of Nursing, and the Human Resources Manager all staffing‑related information as outlined on the Daily Staffing Meeting Minutes form, including unplanned hours from the previous day, hours scheduled for days discussed, and budgeted hours.
• Maintain a log of bonuses to ensure eligibility and accuracy for payroll purposes; provide the log to the Payroll Clerk for entry to ensure timely and accurate payroll.
• Maintain accurate employee telephone numbers for off‑shift managers and the Phone List; report any telephone number changes to HR to keep information updated in Empeon HRIS.
• Maintain assignments and hours worked in the distinct unit within the department using the electronic scheduling system; update permanent nursing unit assignment changes in Empeon HRIS.
• Review and utilize all scheduling‑related Kronos reports to assist in effective staffing and scheduling management.
• Perform any miscellaneous work assignments as may be required.

• Associate degree preferred. Extensive experience directly related to staffing, scheduling, and budget management required.

Computer skills, clerical skills, typing skills, and strong math skills required. Staffing and scheduling experience required.

• Exert up to 20 pounds of force to lift, carry, push, pull or otherwise move objects, including the human body and supplies; capable of talking, hearing, and seeing.

DFWP/EOE/M/F