Staffing Scheduling Coordinator

Job Purpose: The Resident Services Coordinator ensures consistent, accurate, and compliant staffing coverage to meet resident care needs. This role is primarily responsible for staff scheduling, filling open shifts, coordinating agency staffing, and auditing timecards. The position requires strong attention to detail, proactive problem-solving, and effective communication to minimize staffing gaps, maintain accurate records, and ensure timely payroll processing while meeting regulatory requirements.

Hours: Monday - Friday (07:00 am - 3:30 pm with flexible start time) / 40 hours a week

• Coordinate and manage community-wide scheduling of Resident Services staff using electronic scheduling software.
• Maintain accountability for schedule accuracy by proactively filling open shifts and managing call-ins, absences, and vacancies while minimizing overtime and agency use.
• Create, update, and maintain daily, master, and long-term schedules in the scheduling system.
• Respond to staff scheduling requests in a timely, consistent, and equitable manner.
• Assist with implementing and enforcing scheduling policies and practices to ensure adequate staffing levels and regulatory compliance.
• Track attendance patterns, process call-in documentation, and maintain call-in logs; provide supervisors with relevant information to address attendance or performance concerns.
• Collect, enter, and maintain accurate staffing and scheduling data for reporting purposes.
• Coordinate the use of agency staffing, including:
  • Verifying required credentials, approvals, and documentation prior to use.
  • Monitoring agency utilization for appropriateness and cost control.
  • Auditing agency invoices for accuracy and submitting approved invoices to Finance in a timely manner
  • Processing and approving timecards for agency to ensure correct and accurate payment is made daily.
• Ensure staff are trained on scheduling practices, call in procedures, and how to access schedules during onboarding.

• Serve as a point of contact for Resident Services staff regarding issues with scheduling, and timecards.
• Process, audit, and reconcile employee and agency timecards—including time off requests, adjustments, and corrections—to ensure accuracy, policy compliance, and adherence to payroll deadlines.
• Partner with nursing managers and supervisors to resolve discrepancies and ensure timecards are corrected and approved accurately and on time.
• Maintain confidentiality and compliance with payroll, employment, and organizational regulations.

• Provide administrative support to Resident Services staff, including filing, electronic scanning, and organization of medical and personnel records as appropriate.
• Support clear, consistent communication by ensuring staff receive accurate information, updates, and resources needed to perform their roles effectively.

• Assist with resident care as needed during breaks, high-need periods, or staffing shortages.
• Provide general information regarding building operations and community services.
• Represent the community in a professional, positive, and respectful manner with residents, families, visitors, and external partners.

• Perform additional duties as assigned.
• Attend required in-services, meetings, and approved continuing education programs.
• Complete all required certifications and compliance trainings within established timeframes.

• 401(k)Dental insurance
• Employee assistance program
• Flexible schedule
• Health insurance
• Life insurance
• Opportunities for advancement
• Paid time off
• Paid training
• Referral program
• Tuition reimbursement
• Vision insurance
• Volunteer and Birthday paid time off