What are the responsibilities and job description for the Staffing Coordinator position at Physicians Regional Healthcare System?
Job Summary
The Staffing Coordinator is responsible for coordinating daily and long-term staff scheduling to ensure appropriate coverage across clinical departments. This role supports operational efficiency by maintaining accurate staffing records, monitoring schedule adherence, and assisting with real-time shift adjustments in response to patient volume or staff availability. The Staffing Coordinator collaborates closely with department leaders, Human Resources, and Payroll to support labor management and ensure compliance with internal policies and regulatory standards.
Essential Functions
The Staffing Coordinator is responsible for coordinating daily and long-term staff scheduling to ensure appropriate coverage across clinical departments. This role supports operational efficiency by maintaining accurate staffing records, monitoring schedule adherence, and assisting with real-time shift adjustments in response to patient volume or staff availability. The Staffing Coordinator collaborates closely with department leaders, Human Resources, and Payroll to support labor management and ensure compliance with internal policies and regulatory standards.
Essential Functions
- Coordinates and maintains staff schedules based on department needs, staff availability, and facility policies.
- Monitors staffing levels throughout each shift and adjusts coverage in collaboration with clinical leadership to meet patient care standards.
- Documents call-ins, shift changes, and schedule modifications, and notifies relevant leaders in a timely manner.
- Assists with managing time-off requests, shift trades, overtime approvals, and other staffing changes in accordance with labor guidelines.
- Supports real-time staffing adjustments, including coverage for unexpected absences or peak volume by utilizing float pool, PRN, or agency resources as needed.
- Maintains accurate records of schedules, attendance, overtime, and staffing metrics for reporting to leadership, HR, and payroll departments.
- Generates and distributes scheduling documents and staffing updates in accordance with facility guidelines.
- Utilizes staffing and scheduling software systems to manage and track schedules, ensuring systems are updated with current employee and HR data.
- Participates in resolving issues related to staffing operations and assists in improving scheduling systems and procedures.
- Performs other duties as assigned.
- Maintains regular and reliable attendance.
- Complies with all policies and standards.
- 0-2 years of experience in staff scheduling, administrative coordination, or healthcare operations required
- 1-2 years of experience using scheduling or staffing software systems preferred
- Understanding of staff scheduling principles, shift planning, and labor resource management.
- Strong organizational and time management skills with the ability to manage multiple priorities and meet deadlines.
- Proficient in Microsoft Office and scheduling platforms; ability to learn and adapt to proprietary systems.
- Excellent communication and interpersonal skills to work with clinical and administrative teams.
- Attention to detail and accuracy in record-keeping and reporting.
- Ability to handle sensitive personnel and scheduling information with confidentiality and professionalism.