Staff Scheduler

WHAT YOU’LL DO

As the Staff Scheduler, you’ll serve as a key administrative support for the Nursing Department. You’ll coordinate all aspects of nursing staff scheduling and timekeeping, assist with new hire onboarding and training coordination, and maintain essential employee records. You’ll also help ensure that staffing meets regulatory requirements and department standards.

Scheduling & Staffing Coordination

• Prepare, post, and update bi-weekly and monthly nursing staff schedules based on census, coverage needs, and employee availability.
• Collaborate with the Director of Nursing (DON) and Charge Nurses to ensure all shifts are adequately staffed.
• Respond to call-ins and coordinate replacement coverage.
• Process and track shift trades, vacation requests, and personal time.
• Monitor for unauthorized overtime and other schedule variances.
• Track and calculate Hours Per Patient Day (HPPD) to ensure adequate staffing levels align with resident care needs, report variances to the Director of Nursing.

Timekeeping & Payroll Support

• Review and maintain attendance records, including absentee and tardy slips.
• Process punch corrections, bonus pay, and time-off entries.
• Run bi-weekly Punch Detail Reports, coding and updating them per policy.
• Collaborate with HR and Payroll to ensure accurate pay processing and reporting.

Onboarding & Training Coordination

• Set up new employee files and maintain up-to-date contact and credential information.
• Coordinate new hire training schedules and orientation sessions.
• Support onboarding of CNA students and Ivy Tech training participants.
• Ensure reference checks, licensure verifications, and required paperwork are completed.

Administrative Support

• Maintain organized nursing employee files and department records.
• Coordinate nursing staff interviews and prepare Employee Status Reports.
• Support the DON with meeting coordination, staff tracking, and administrative tasks.
• File and process incident reports and termination documents in accordance with procedure.

Compliance & Reporting

• Ensure staffing levels align with federal and state regulations.
• Track and report daily staffing complement and attendance trends.
• Maintain absence tracking documentation and disciplinary form processing.
• Support the Weekend Plus program and other staffing initiatives.

WHAT YOU NEED

Education & Experience

• High school diploma or equivalent required; coursework in secretarial sciences preferred.
• Prior scheduling experience in a healthcare or long-term care setting strongly preferred.
• Experience using scheduling/timekeeping systems and Microsoft Office.
• QMA or CNA licensure is a plus.

Skills & Competencies

• Strong organizational, time management, and interpersonal skills.
• Ability to prioritize tasks, meet deadlines, and work independently.
• Excellent attention to detail and accuracy.
• Professional and discreet in handling confidential information.

Tools & Equipment Used

• Computer and scheduling software
• Telephone and standard office equipment (copy machine, calculator, etc.)

WHY JOIN US?

At Lutheran Life Villages, we bring our core values of Leadership, Impact, Friendship, and Excellence (LIFE) into every part of our work. Here, you’ll find the opportunity to contribute to an organization dedicated to providing exceptional care for seniors while fostering a supportive, collaborative environment for its staff. Our commitment to Leadership means empowering our team members to grow personally and professionally, inspiring others by example. We’re passionate about making a meaningful Impact in the lives of our residents and nurturing relationships built on Friendship and compassion. By pursuing Excellence in all we do, our employees share our mission to deliver outstanding care.

As a valued member of the LLV team, you’ll enjoy a competitive salary, and a comprehensive benefits package designed to support your growth and well-being. With offerings from medical, dental, and vision insurance to paid time off on your birthday, paid holidays, tuition reimbursement, and retirement matching, we’re committed to helping you thrive. Join us on a purposeful journey where your career and compassion come together!

About Lutheran Life Villages

For over 90 years, Lutheran Life Villages has provided compassionate, spiritually connected care to seniors. Founded as the “Oak Street Home” in Kendallville in 1931, we have grown into multiple thriving senior communities across Northeast Indiana. While much has evolved, our mission to serve seniors remains steadfast, and as we continue to expand, we are dedicated to enhancing the lives of our residents, staff, and community.

Lutheran Life Villages offers a range of services for seniors, including assisted living, independent senior apartments, long-term care, memory care, memory care assisted living, and short-term rehabilitation across six campuses. Proud to be an Employer of Choice with a team of over 600 employees, we also serve as a Provider of Choice for more than 520 residents. Guided by Christ’s love, we serve individuals and their caregivers with compassion and a commitment to independence, wellness, and spiritual life.

Lutheran Life Villages is an Equal Employment Opportunity Employer (EEO) that does not discriminate on the basis of race, religion, age, gender or any status protected by federal, state or local laws. All employment decisions are based on qualifications, merit, competence, and performance.

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