Central Staffing Manager

Oakwood Village; Madison (WI); On-site; USD 80,000 - 110,000; Full time

Job summary

Oakwood Village in Madison, WI seeks a Central Staffing Manager to oversee the centralized staffing office supporting two CCRC campuses. You will lead scheduling, workforce deployment, call-off management, staffing optimization, overtime control, and compliance across clinical departments.

Reporting to the COO, you will coach Staffing Coordinators, partner with Executive Directors, Nursing Leadership, HR, Payroll, and department leaders to ensure resident care and employee engagement.

Qualifications

• Bachelor's degree or equivalent experience in healthcare administration or related field.
• 3-5 years of healthcare staffing or scheduling experience preferred.
• Experience in multi-site operations and senior living/long-term care preferred.
• Strong organizational and analytical skills.
• Knowledge of Wisconsin staffing regulations preferred.

Responsibilities

• Leads daily operations of the Central Staffing Office across two CCRC campuses.
• Manages workforce scheduling, shift coverage, call-offs, and adjustments by census and needs.
• Develops staffing strategies to optimize labor resources and minimize overtime.
• Monitors labor utilization, productivity, overtime, incentive pay, and trends.
• Coaches and develops Staffing Coordinators and Scheduling Specialists.
• Partners with executives, nursing, HR, payroll, and department leaders on staffing needs.
• Serves as subject matter expert for staffing systems and records.
• Ensures compliance with federal, state, regulatory, labor, and bargaining agreements.
• Analyzes metrics and identifies improvements to scheduling efficiency.
• Provides hands-on staffing support during shortages or emergencies; may include evenings/nights.
• Maintains readiness for 24/7 operations.

Skills

Staffing leadership

Workforce scheduling

Operational coordination

Healthcare staffing

Regulatory compliance

Team coaching

Budget awareness

Education

Bachelor's degree in Healthcare Administration, Business, Human Resources, or related field

Tools

Workforce management software

Job description

University Woods Campus
Madison, WI 53705, USA

Description

POSITION OVERVIEW

The Central Staffing Manager oversees the centralized staffing office supporting two Continuing Care Retirement Community (CCRC) campuses, ensuring safe, efficient, and cost-effective staffing across clinical departments. This role leads a team responsible for scheduling, workforce deployment, call-off management, staffing optimization, overtime control, and compliance with state and federal staffing requirements. The Central Staffing Manager provides direct leadership, coaching, performance management, and development of staffing office personnel while fostering a high-performing, service-oriented team.

Partnering closely with Executive Directors, Nursing Leadership, Assisted Living Directors, Human Resources, Payroll, and department leaders, this position proactively manages staffing resources to support exceptional resident care, employee satisfaction, and operational excellence. Reporting to the Chief Operating Officer (COO), the Central Staffing Manager is accountable for achieving staffing, compliance, and operational goals across both campuses.

This position reports to Chief Operating Officer.

MISSION STATEMENT

We are Called to serve a thriving community of seniors that live with dignity, connection and purpose.

CORE VALUES

• Compassion: We care deeply about the people we serve and the people we work with on a daily basis. We work together to help one another.
• Faith: We have a commitment to remain true to the vision and mission of Oakwood.
• Inclusion: We include everyone. We welcome opinions and strive to consider different perspectives to create fair, welcoming, and accessible experiences for all.
• Integrity: We work to be transparent and fair. We act with honor and respect for our residents, their families, and our co-workers.
• Dedication: We care about the people we serve and work with on a daily basis. We are dedicated to providing superior service to one another and our community.

ESSENTIAL RESPONSIBILITIES of a Central Staffing Manager (including but not limited to)

• Leads the daily operations of the Central Staffing Office supporting two CCRC campuses, ensuring appropriate staffing coverage across clinical and operational departments.
• Manages workforce scheduling, shift coverage, call-offs, and staffing adjustments based on census, acuity, admissions, discharges, and operational needs.
• Develops and executes staffing strategies that optimize labor resources, balance staffing across campuses, manage float pools and PRN staff, and minimize overtime and premium labor costs.
• Monitors labor utilization, productivity, overtime, incentive pay, and staffing trends; provide recommendations to support budget and operational goals.
• Supervises, coaches, develops, and evaluates Staffing Coordinators and Scheduling Specialists, fostering a high-performing and customer-focused team.
• Partners with operational, clinical, human resources, payroll, and department leaders to proactively address staffing needs and support exceptional resident care and employee engagement.
• Serves as the subject matter expert for workforce management and scheduling systems, ensuring accurate employee profiles, schedules, licensure, certifications, and staffing records.
• Ensures compliance with federal, state, regulatory, labor, and organizational staffing requirements, policies, and collective bargaining agreements.
• Analyzes staffing metrics and workforce trends, identify opportunities for improvement, and implement process enhancements to increase scheduling efficiency and effectiveness.
• Provides hands-on staffing support and serve as operational backup for staffing office personnel as needed, including direct scheduling and shift coverage responsibilities during staffing shortages or emergencies.
• Maintains flexibility to support a 24/7 operation, including availability for occasional evenings, nights, weekends, holidays, and on-call responsibilities to ensure continuity of staffing operations across both campuses.

ESSENTIAL QUALIFICATIONS of Central Staffing Manager

• Minimum three to five years of healthcare staffing or scheduling experience preferred
• Minimum three years of leadership experience
• Experience with long-term care or senior living preferred
• Strong understanding of Wisconsin staffing regulations preferred
• Excellent organizational and analytical skills
• Experience managing multi-site staffing operations
• Knowledge of skilled nursing and assisted living regulations preferred
• Workforce management software expertise

EXPERIENCE, EDUCATION, AND/OR TRAINING

• Bachelor's degree in Healthcare Administration, Business, Human Resources, or related field (or equivalent experience)
• 3-5 years of scheduling, payroll, or workforce coordination experience, preferably in healthcare, senior living, or multi-site operations.

#IND1

Equal Opportunity Employer

This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor.