Job Description

Position Title:

Staffing Coordinator

FLSA Status:

Non-Exempt

Job Summary:

The Staffing Coordinator is responsible for preparing and maintaining nursing department schedules to ensure appropriate staffing levels in accordance with federal, state, and local regulations. This role supports quality resident care by managing schedules, call-ins, attendance records, and staffing communications while collaborating closely with nursing leadership.

Duties and Responsibilities:

1. Staffing & Scheduling Management (45%)

Prepare monthly schedules and daily sign-in sheets for nurses and nursing assistants. Maintain appropriate staffing levels to meet census, acuity, and regulatory requirements. Update the master schedule daily to reflect call-ins, changes, and approved requests. Track staffing patterns, open shifts, and Full-Time Equivalent (FTE) utilization.

2. Call-Outs, Coverage & Communication (20%)

Receive and manage call-outs during scheduled hours and secure replacement staff as needed. Maintain and monitor the staffing phone, responding promptly to messages and requests. Report staffing challenges or shortages immediately to the Director of Nursing (DON), Assistant DON, or Management. Maintain an updated employee contact list to support efficient communication.

3. Attendance Tracking & Reporting (15%)

Maintain accurate records of absenteeism, leave of absence requests, vacations, holidays, and schedule changes following management approval. Review punch detail reports and compare them with the master schedule, daily staffing sheets, and missed punch reports. Make necessary corrections and submit the Week-At-A-Glance (WAG) report to nursing leadership.

4. Administrative & Operational Support (5%)

Serve as a backup to the reception desk as needed to answer phones and assist with administrative tasks. Maintain organized staffing records and documentation in compliance with facility policy.

5. Compliance and Training (10%)

Follow all HIPAA privacy regulations, maintaining confidentiality for residents and staff. Attend all mandatory in-services, meetings, and training sessions. Provide exceptional customer service through compassionate, professional communication with staff, residents, and families. Adhere to all facility policies, procedures, and regulatory standards.

6. Other Duties as Assigned (5%)

Qualifications:

Education:

High school diploma or equivalent.

Skills:

Strong organizational, clerical, and scheduling skills. Proficiency with computers and scheduling systems. Effective verbal and written communication skills. Ability to interact professionally with staff, residents, families, visitors, and leadership. Ability to work independently, manage multiple priorities, and maintain accuracy under pressure.

Physical Requirements:

Ability to sit, stand, and walk for extended periods. Ability to perform repetitive tasks and physical activities, such as bending, kneeling, and reaching. * Ability to lift up to 10 pounds.