Scheduling Manager

Salaried position: $62,000

Position Summary

The Scheduling Manager is responsible for the development, coordination, and oversight of all staff schedules within the nursing home to ensure safe, compliant, and cost-effective staffing coverage. This role ensures adherence to federal and state regulations, maintains appropriate staffing ratios, manages overtime utilization, and supports continuity of resident care through proactive workforce planning.

Key Responsibilities

• Staff Scheduling & Coverage
• Develop and maintain master schedules for nursing (RNs, LPNs, CNAs), ancillary, and support departments as assigned.
• Ensure compliance with minimum staffing requirements per CMS, state Department of Health regulations, and facility policy.
• Adjust schedules in real time to address call-ins, census fluctuations, acuity changes, and emergency coverage needs.
• Coordinate use of per diem staff, agency personnel, and float pool resources as necessary.
• Maintain equitable rotation of weekends, holidays, and on-call assignments.
• Regulatory & Compliance Oversight
• Monitor daily staffing levels to ensure compliance with federal and state staffing mandates.
• Maintain accurate documentation of staffing grids and PBJ (Payroll-Based Journal) reporting requirements.
• Support survey readiness related to staffing documentation and compliance.
• Ensure scheduling practices align with union contracts (if applicable) and facility labor agreements.
• Payroll & Timekeeping Coordination
• Oversee timekeeping accuracy, including punch audits and correction of discrepancies.
• Review and approve timecards prior to payroll submission.
• Monitor overtime, premium pay, and labor costs; generate reports for leadership review.
• Identify trends in absenteeism and attendance patterns and report concerns to HR and department managers.
• Communication & Staff Relations
• Serve as primary contact for scheduling-related inquiries and concerns.
• Communicate schedule changes clearly and in a timely manner.
• Collaborate with department managers to address staffing performance concerns.
• Support a fair and transparent scheduling process to promote staff satisfaction and retention.
• Workforce Planning & Analytics
• Analyze staffing data, turnover rates, overtime utilization, and agency usage.
• Develop strategies to reduce agency dependence and excessive overtime.
• Assist leadership with recruitment planning based on staffing gaps and census trends.
• Prepare routine staffing reports for Administrator, DON, and corporate leadership.
  
  
  

Qualifications

Education:

• Associate’s degree preferred
  
  
  

Experience:

• Minimum 2-3 years of scheduling experience in a healthcare setting.
• Experience in long-term care or skilled nursing preferred.
• Familiarity with CMS regulations and state staffing requirements.
  
  
  

Technical Skills:

• Proficiency in scheduling and payroll systems (e.g., UKG, Paycom, OnShift, or similar).
• Strong Microsoft Excel skills for staffing analytics and reporting.
• Understanding of PBJ reporting requirements.
  
  
  

Core Competencies:

• Strong organizational and time management skills.
• High attention to detail and accuracy.
• Ability to manage confidential information.
• Problem-solving and conflict resolution skills.
• Ability to work in a fast-paced, high-demand healthcare environment.