NHTD/TBI Staffing Coordinator

alwayscompassionate; Melville (NY); On-site; USD 39,000 - 65,000; Full time

Job summary

Always Compassionate Health is seeking a Staffing Coordinator for NHTD/TBI Services in Melville, NY. The role centers on coordinating staffing to meet participant needs while ensuring compliance with NYSDOH regulations and agency standards.

The position reports to the Director and requires on-site work at the Melville office with regional staffing support for Westchester and/or Orange Counties. A bachelor’s degree and 2–3 years of relevant staffing experience are preferred.

Qualifications

• Bachelor's degree in Healthcare Administration, Human Resources, Business Administration or related field preferred.
• Minimum of 2–3 years of staffing, scheduling, healthcare operations, home care, or care coordination experience.
• Experience coordinating staffing or healthcare services in Westchester County and/or Orange County is required.
• Experience with NHTD and/or TBI Waiver Programs or HCBS preferred.
• Knowledge of NYSDOH regulations and Medicaid Waiver programs preferred.
• Strong organizational and time management skills.
• Excellent written, verbal, and interpersonal communication skills.
• Proficiency with Microsoft Office Suite and scheduling or EMR software.
• Ability to maintain confidentiality and handle sensitive information.

Responsibilities

• Coordinate staffing for NHTD and TBI participant referrals and active cases.
• Match qualified staff to participants based on skills, location, availability, and needs.
• Maintain communication with managers, service coordinators, and HR regarding staffing status.
• Monitor cases to identify staffing gaps and minimize delays.
• Coordinate start-of-service dates with interdisciplinary team members.
• Maintain staffing records in scheduling and EMR systems.
• Assist with onboarding and ensure credentials and training are complete.
• Verify eligibility to provide waiver services.

Skills

Staff coordination

Healthcare operations

Communication skills

Time management

Education

Bachelor's degree in Healthcare Administration

Tools

Microsoft Office

Scheduling software

Electronic medical records

Job description

It's fun to work in a company where people truly BELIEVE in what they're doing!

We're committed to bringing passion and customer focus to the business.

Job Description

• Title: Staffing Coordinator
• Reports To: Director, NHTD/TBI
• Supervises: N/A
• Up to 65k annually
• Staffing Coordinator - NHTD/TBI Services
• Location: Melville, NY (On-Site)

Position Summary

The Staffing Coordinator - NHTD/TBI Services is responsible for coordinating and maintaining appropriate staffing for participants enrolled in New York State's Nursing Home Transition and Diversion (NHTD) and Traumatic Brain Injury (TBI) Medicaid Waiver Programs. This position works collaboratively with Account Managers, Service Coordinators, Human Resources, Clinical Operations, and Recruitment to ensure qualified staff are assigned to participants in a timely manner while maintaining compliance with New York State Department of Health (DOH) regulations and agency standards. The Staffing Coordinator serves as the central point of communication for staffing requests, participant assignments, schedule coordination, and workforce planning to ensure continuity of care and exceptional participant outcomes. This position is based out of the Melville office and requires experience with the Westchester County and/or Orange County regions to support regional staffing needs and service coordination.

Essential Duties and Responsibilities

• Coordinate staffing for all NHTD and TBI participant referrals and active cases.
• Match qualified staff to participants based on skills, location, availability, language preferences, and participant needs.
• Maintain communication with Account Managers, Service Coordinators, Clinical Operations, and referral sources regarding staffing status.
• Monitor open cases and proactively identify staffing gaps to minimize service delays.
• Coordinate participant start-of-service dates with all interdisciplinary team members.
• Maintain accurate staffing records within agency scheduling and electronic record systems.
• Assist with employee onboarding by ensuring all required credentials, training, and compliance documentation are completed before assignment.
• Verify employee eligibility to provide waiver services based on program and agency requirements.
• Collaborate with Human Resources to monitor employee compliance, license expirations, background clearances, and required trainings.
• Respond promptly to staffing emergencies, schedule changes, employee call-outs, and participant service interruptions.
• Coordinate replacement staffing to ensure uninterrupted participant services.
• Monitor staffing utilization and productivity while supporting efficient workforce allocation.
• Prepare staffing reports, vacancy reports, and workforce metrics for leadership.
• Maintain compliance with New York State Department of Health regulations, Medicaid Waiver requirements, and agency policies.
• Participate in quality improvement initiatives designed to improve staffing efficiency and participant satisfaction.
• Perform other duties as assigned.

Qualifications

• Bachelor's degree in Healthcare Administration, Human Resources, Business Administration, or a related field preferred.
• Minimum of 2-3 years of staffing, scheduling, healthcare operations, home care, or care coordination experience.
• Experience coordinating staffing or healthcare services in Westchester County and/or Orange County is required.
• Experience working within the NHTD and/or TBI Waiver Programs or Home and Community-Based Services (HCBS) preferred.
• Working knowledge of New York State Department of Health regulations and Medicaid Waiver programs preferred.
• Strong organizational and time management skills, with the ability to manage multiple priorities.
• Excellent written, verbal, and interpersonal communication skills.
• Strong analytical and problem-solving abilities.
• Proficiency with Microsoft Office Suite and scheduling or electronic medical record software.
• Ability to maintain confidentiality and handle sensitive participant and employee information.

Requirements

• Ability to coordinate multiple staffing requests simultaneously across designated service regions.
• Strong critical thinking and decision-making skills.
• Exceptional organizational and follow-up abilities.
• Ability to work effectively in a fast-paced healthcare environment.
• Demonstrated customer service skills with participants, families, and staff.
• Ability to build collaborative working relationships across departments.
• Strong attention to detail and documentation accuracy.
• Ability to work on-site at the Melville office while supporting staffing operations for the Westchester County and/or Orange County regions.
• Reliable transportation if travel between office locations or service regions is required.

Always Compassionate Health is committed to the principle of equal employment opportunity for all employees and to providing employees with a work environment free of discrimination and harassment. All employment decisions at Always Compassionate Health are base