Staffing Coordinator

Job Description

Job Summary 

A Staffing Coordinator is responsible for coordinating and managing staff schedules to ensure appropriate staffing levels are maintained across the organization. They play a crucial administrative role in supporting nursing departments and other clinical units by monitoring staffing needs, handling shift changes, and assisting in scheduling for regular shifts and emergencies. The role requires close collaboration with nursing leadership and human resources to align staffing with patient care demands. 

Essential Functions

• Accurately log all call-ins. Ensure proper notification to Manager/Designee.
• Communicates staffing updates to relevant departments, including supervisors, charge nurses, and clinical staff, ensuring clarity on shift changes or urgent staffing needs.
• Monitors staffing levels throughout shifts and adjust assignments as necessary to maintain compliance with staffing ratios and patient care standards.
• Collaborates with department managers and nursing leadership to determine ongoing and future staffing needs, including during peak times or emergency situations.
• Ensures that scheduling documents are generated and distributed in accordance with department policy.
• Maintains accurate records of staff schedules, attendance, and overtime, and report relevant data to human resources or payroll departments.
• Assists in managing time-off requests, shift trades, and overtime approvals while ensuring compliance with labor agreements and organizational policies.
• Monitors and coordinates system operations to ensure efficiency.
• Modifies and improves scheduling programs as needed.
• Generates statistical reports for clinical services as needed.
• Prepares special reports, sort and assimilate report as well as checks for deficiencies.
• Establishes and maintains all necessary and relevant record-keeping systems and forms for the computerized operation of the staffing office based on policy.
• Instructs new users concerning system operating procedures.
• Creates and maintains staff schedules, ensuring adequate coverage in all departments based on patient needs, staff availability, and hospital policies.
• Coordinates and fill staffing vacancies, such as covering for absences, leaves, and sudden call-offs by arranging float pool, PRN, or agency staff as needed.
• Ensures computer base is kept current in regards to HR information.
• Provides statistical information as requested.
• Ensures completion of all functions related to payroll on a bi-weekly basis.
• Identifies problems/issues related to the Staffing Office and actively participates in the resolution process.
• Identify equipment needs and ensure that appropriate supply levels are maintained for the office.
• Performs other duties as assigned.
• Complies with all policies and standards.

Qualifications

• H.S. Diploma or GED required
• Associate Degree healthcare related field preferred
• 1-3 years Experience in payroll, scheduling, and data entry preferred; computer literacy required. preferred

Knowledge, Skills and Abilities

• Ability to communicate effectively with employees and the public over the telephone and in person.
• Excellent communication skills and ability to deal with high level of stress required.
• Must be flexible and demonstrate ability to accept change.
• Proficiency in using scheduling and staffing software, as well as Microsoft Office (Word, Excel).