Staffing Coordinator (Healthcare)

The Staffing Coordinator is responsible for ensuring adequate and appropriate staffing for the nursing department to meet resident needs and facility requirements based on budget and census. This role involves managing nursing schedules, maintaining staff records, assisting with new hire processes, and collaborating with department leadership and human resources.

Essential Functions

Staffing and Scheduling

• Develop and manage schedules: Create and post monthly, bi-weekly, and daily nursing staff schedules, coordinating requests and ensuring appropriate unit coverage.
• Address staffing needs: Identify staffing requirements, adjust schedules for unexpected absences, leaves, or modified duty employees, and report staffing shortfalls to the Director of Nursing Services (DNS).
• Handle employee inquiries: Respond to employee calls and concerns regarding staffing and scheduling functions.
• Maintain communication: Consult with nursing staff and supervisors to address staffing needs, resolve conflicts, and improve services.

Administrative and Record-Keeping

• Maintain records: Keep up-to-date listings of employee contact information, attendance (tardiness and absenteeism), and licenses/certifications for nursing staff.
• Process new hire paperwork: Complete necessary employee records upon hiring and assist new hires with obtaining time cards and schedules before orientation.
• Track compliance: Monitor staff compliance with timekeeping policies and ensure certifications/licenses are current.
• Prepare reports: Develop and submit reports concerning staffing and scheduling issues to the DNS and relevant committees.

Personnel and Orientation

• Assist with recruitment: Participate in interviewing CNAs and coordinate interviews for nursing applicants.
• Facilitate orientation: Provide newly hired nursing staff with orientation schedules and assign staff for orientation.
• Support staff development: Assist with recordkeeping for in-service education and orientation classes.

Compliance and Safety

• Report incidents: Notify supervisors immediately of unsafe conditions or defective equipment.
• Adhere to policies: Ensure all administrative functions are carried out according to established policies and procedures, including those related to confidentiality, HIPAA, and CMS guidelines.
• Protect information: Agree not to disclose confidential resident/facility information and report suspected violations or unauthorized access.

Qualifications

• Education: High school education or equivalent required.
• Language Skills: Must be able to read, write, speak, and understand English.
• Interpersonal Skills: Ability to deal tactfully with personnel, residents, family members, visitors, and the public. Must be a supportive team member and work harmoniously with others.
• Problem-Solving: Ability to make independent decisions, seek out new methods, and incorporate them into practices.
• Physical Demands: Ability to move intermittently, cope with mental and emotional stress, and meet general health requirements including physical examination. Must be able to push, pull, move, and/or lift a minimum of 25 pounds to a height of 5 feet and carry it a minimum distance of 50 feet. May need to assist in evacuating residents during emergencies.
• Computer Skills: Proficiency in computer skills and knowledge of Microsoft Office programs is expected.

Reporting Structure

The Staffing Coordinator is delegated the administrative authority, responsibility, and accountability necessary for carrying out assigned duties and reports to the Director of Nursing Services.