What are the responsibilities and job description for the Scheduling coordinator position at Elwood Health and Living?
About This Role
We are looking for a highly organized, detail-oriented, and people-savvy Scheduler to manage staffing schedules across our skilled nursing or assisted living community. You will build and maintain daily schedules, fill open shifts, manage call-offs in real time, and serve as the staffing hub. If you are calm under pressure, great with people, and thrive on keeping things running smoothly — this role is for you.
What We Offer
Benefits for Full-Time Staff Include:
Medical, Dental, Vision and Prescription Drug Insurance.
401(K) with company match
PTO
Virtual Doctor Visits - Telehealth
Flexible Spending Account (FSA)
Life and AD&D Insurance
Disability Insurance
KISx Card (surgery and imaging program)
Tuition Reimbursement
Daily Pay Available
Fun, Creative, and Mission-driven work environment
Supportive leadership that values your ideas
What You'll Do
Scheduling & Staffing
Build, maintain, and publish nursing schedules for clinical staff cross all shifts — days, evenings, and nights
Ensure minimum staffing ratios are met on every shift in compliance with state and CMS requirements
Fill open shifts proactively using internal staff, overtime, PRN pool, and agency resources — in that order
Manage call-offs in real time — contact available team members, offer shifts, and confirm coverage quickly
Track and manage schedule changes, shift swaps, overtime, and time-off requests in the scheduling system
Coordinate with the DON and clinical staff daily to ensure accurate shift coverage and immediate gap resolution
Maintain and update the PRN and agency availability lists to ensure a current and reliable backup pool
Monitor and manage overtime exposure — flag potential overages to the Department Head before they occur
Administrative & Compliance
Maintain accurate scheduling records in the electronic scheduling system and EHR
Track and document agency usage including firm name, bill rate, and shift details for the Business Office
Generate daily, weekly, and monthly staffing reports for the DON and Administrator
Monitor and track team member attendance patterns — report chronic call-off concerns to the DON and promptly
Assist with posting open positions in Apploi or other recruiting platforms as directed
Maintain scheduling compliance with Indiana labor law, CMS staffing requirements, and facility policies
Participate in department head meetings and provide staffing updates and reports as requested
Communication & Team Relations
Serve as the primary point of contact for team member scheduling questions, requests, and concerns
Communicate clearly and professionally with team members at all levels — from CNAs to charge nurses to the DON and all other clinical team members.
Maintain a positive, solution-oriented attitude when managing difficult staffing situations or resistant team members
Build and maintain positive relationships with agency staffing coordinators for fast and reliable shift coverage
Escalate unresolved staffing gaps or coverage concerns to the DON or Administrator immediately — never leave a shift uncovered without notification
Requirements
High school diploma or GED required — associate degree or healthcare administration training preferred
Minimum 1 to 2 years of scheduling, staffing coordination, or administrative experience — healthcare or long-term care setting strongly preferred
Familiarity with nursing staffing ratios, shift structures, and long-term care scheduling practices preferred
Experience with scheduling software — Apploi, Shift Admin, OnShift, ShiftKey, or similar platforms preferred
Strong organizational, multitasking, and problem-solving skills
Excellent communication skills — calm, clear, and professional under pressure
Proficiency with Microsoft Office and basic computer skills
Ability to respond to after-hours staffing emergencies on an on-call rotation basis
Reliable, punctual, and able to manage competing priorities without losing attention to detail
Apply Today
This is a critical behind-the-scenes role where your work directly protects the safety and continuity of care for our residents every single day. If you are organized, resourceful, and want a stable role where you genuinely make a difference — apply now. We would love to meet you!
Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.