Nursing Scheduler

The Healthcare Staffing Coordinator is responsible for coordinating and optimizing staff schedules across the Health Center and Assisted Living departments to ensure adequate coverage, compliance with staffing ratios, and continuity of care. This role plays a critical part in enhancing scheduling efficiencies, reducing reliance on agency staffing, and promoting staff retention and engagement through flexible scheduling practices and proactive communication.

• Utilize scheduling software to create and maintain accurate, efficient staff schedules.

• Ensure timely posting of bi-weekly schedules and updates based on staffing needs.

• Monitor and manage call-outs, shift coverage, and time-off requests to maintain required staffing levels.

• Implement strategies to reduce agency staffing through proactive internal scheduling and staff engagement.

• Maintain real-time visibility into staffing gaps and respond promptly to coverage needs.

• Communicate clearly and respectfully with staff regarding scheduling changes, preferences, and accommodations.

• Promote flexible scheduling options to support work-life balance and increase employee satisfaction.

• Track attendance and punctuality; collaborate with management to address patterns of absenteeism.

• Conduct orientation for new staff, emphasizing scheduling expectations and community culture.

• Support a culture of hospitality and wellness through positive interactions and responsiveness.

• Prepare and submit accurate payroll data, including timecard corrections and exception forms.

• Verify hours worked and ensure compliance with payroll policies.

• Communicate employee status changes to Human Resources as needed.

• Assist nurse management with clerical tasks and documentation.

• Serve as a liaison between staff, residents, families, and leadership regarding scheduling matters.

• Maintain confidentiality and professionalism in all communications.

• Provide timely updates and reports to the Director of Nursing and other stakeholders.

• Visits residents as scheduled and if required.

• Assist with maintenance of resident files.

• Assist with maintenance and update of staff training records.

• Attends in-service training and education sessions, as assigned.

• Performs specific work duties and responsibilities as assigned by supervisor.

• High school diploma required; post-secondary education preferred.

• 2–3 years of scheduling experience in healthcare or home health strongly preferred.

• Strong computer proficiency, including scheduling systems, word processing, and spreadsheets.

• Excellent customer service, organizational, and telephone communication skills.

• Ability to work independently, adapt to change, and manage multiple priorities.

The ability to work well under stress, to be able to adapt to change, and to be flexible Are essential. Must be able to work independently. Requires the use of judgment when staffing and the ability to react in a positive and spontaneous matter, to evaluate and to respond appropriately to the needs of staff, residents and families. Must be able to hand a multiplicity of routine tasks; following general and specific instructions carefully and completely. Manual dexterity required using repetitive motion of the wrist, hands, and/or fingers using a computer keyboard or handwriting schedules. Surroundings are comfortable and well lighted. Usual office environment. Visual/hearing acuity sufficient to understand written/oral communication and to observe the resident’s condition. While performing this job, good body mechanics are involved, may be required to lift, transport/transfer clients. Bending, squatting, standing and walking as required. Must be able to push approx. 250 pounds in a wheelchair. Must be able to lift approximately 50 lbs. Must be able to work under stress and cope with sometimes difficult, confused, disoriented and physically disabled residents. Good working conditions in the home or the health care center. Occasionally may be exposed to unpleasant odors, soiled clothing and linen. May be subjected to verbal abuse or noncooperative residents.