Now Hiring: Staffing Coordinator

Vibrant Health Homecare; Tacoma (WA); On-site; USD 36,000 - 39,000; Full time

Benefits offered by this job

Medical insurance

Dental insurance

Vision insurance

401(k) retirement plan

Paid sick leave

Paid vacation / PTO

Six company-observed holidays

Paid training and professional develop

On-call rotation pay

Job summary

Vibrant Health Homecare in Tacoma, WA is seeking a Staffing Coordinator to build and sustain a reliable, available caregiver workforce and to ensure staffing coverage for clients. You will partner with Scheduler, Hiring Coordinator, and Administrative Assistant to meet client needs.

The role emphasizes ownership, proactive problem-solving, and minimal supervision, with responsibilities spanning availability management, leave processing, onboarding, and compliance tracking.

Qualifications

• Experience in staffing coordination, workforce management, or healthcare staffing.
• Demonstrated ability to manage workforce needs independently.
• Strong organizational, communication, and problem-solving skills.
• Experience coordinating employee availability, attendance, and leave requests.
• Proficiency with scheduling systems and office productivity software.
• Ability to manage competing priorities, maintain confidentiality, and exercise sound judgment.

Responsibilities

• Maintain an active and available caregiver workforce to support client staffing needs.
• Track employee availability, schedule preferences, and employment status changes.
• Proactively identify staffing shortages and communicate recruitment needs to the hiring team.
• Maintain accurate workforce records and coordinate employee status changes.
• Collaborate with the Scheduler to maintain adequate staffing coverage.
• Assist with employee callouts, last-minute replacements, and difficult-to-fill shifts.
• Communicate availability changes promptly to minimize scheduling disruptions.
• Promote continuity of care through effective workforce coordination.
• Serve as the first point of contact for employee sick leave, vacation, PTO, and other time-off requests.
• Coordinate initial processing and documentation for FMLA, Washington Paid Family and Medical Leave, and other applicable leave programs.
• Track approved leave, employee absences, and anticipated return-to-work dates.
• Escalate requests requiring management or HR review.
• Collaborate with the Administrative Assistant responsible for tracking employee credentials.
• Remove employees from scheduling eligibility when notified of expired or noncompliant credentials.
• Coordinate replacement coverage for affected shifts.
• Restore scheduling eligibility only after required compliance clearance has been verified.
• Coordinate workforce onboarding and follow up on outstanding requirements.
• Support the transition of newly hired employees into active scheduling.
• Assist employees with initial benefits enrollment and related documentation.
• Communicate employee status changes to appropriate departments.
• Respond promptly and professionally to employee inquiries.
• Collaborate with scheduling, hiring, payroll, and management.
• Maintain accurate records and complete responsibilities within established deadlines.
• Identify recurring workforce challenges and recommend improvements.

Skills

Staffing coordination

Workforce management

Healthcare staffing

Organizational skills

Communication

Problem solving

Tools

Scheduling systems

Office productivity software

Job description

Vibrant Health Homecare | Tacoma, Washington

Position: Staffing Coordinator
Employment Type: Full-Time
Schedule: Monday-Friday, 9:00 AM-5:00 PM
Pay Range: $26.00-$28.00 per hour

About the Position

Vibrant Health Homecare is seeking an experienced, organized, and proactive Staffing Coordinator to maintain a reliable, available, and workforce-ready team of caregivers.

The Staffing Coordinator works collaboratively with the Scheduler, Hiring Coordinator, and Administrative Assistant to ensure qualified employees are available to meet client staffing needs.

This position serves as a primary point of contact for employees regarding availability changes, leave requests, and workforce-related administrative matters.

We are looking for someone who takes ownership, anticipates challenges, and follows through with minimal supervision.

Key Responsibilities

Workforce Management & Availability

• Maintain an active and available caregiver workforce to support client staffing needs.

• Track employee availability, schedule preferences, and employment status changes.

• Proactively identify staffing shortages and communicate recruitment needs to the hiring team.

• Maintain accurate workforce records and coordinate employee status changes.

Scheduling & Coverage Support

• Collaborate with the Scheduler to maintain adequate staffing coverage.

• Assist with employee callouts, last-minute replacements, and difficult-to-fill shifts.

• Communicate availability changes promptly to minimize scheduling disruptions.

• Promote continuity of care through effective workforce coordination.

Employee Leave & Attendance

• Serve as the first point of contact for employee sick leave, vacation, PTO, and other time-off requests.

• Coordinate initial processing and documentation for FMLA, Washington Paid Family and Medical Leave, and other applicable leave programs.

• Track approved leave, employee absences, and anticipated return-to-work dates.

• Escalate requests requiring management or HR review.

Workforce Compliance & Scheduling Eligibility

• Collaborate with the Administrative Assistant responsible for tracking employee credentials.

• Remove employees from scheduling eligibility when notified of expired or noncompliant credentials.

• Coordinate replacement coverage for affected shifts.

• Restore scheduling eligibility only after required compliance clearance has been verified.

Onboarding & Benefits Coordination

• Coordinate workforce onboarding and follow up on outstanding requirements.

• Support the transition of newly hired employees into active scheduling.

• Assist employees with initial benefits enrollment and related documentation.

• Communicate employee status changes to appropriate departments.

Communication & Accountability

• Respond promptly and professionally to employee inquiries.

• Collaborate with scheduling, hiring, payroll, and management.

• Maintain accurate records and complete responsibilities within established deadlines.

• Identify recurring workforce challenges and recommend improvements.

Qualifications

Required

• Previous experience in staffing coordination, workforce management, or healthcare staffing.

• Demonstrated ability to manage workforce needs independently.

• Strong organizational, communication, and problem-solving skills.

• Experience coordinating employee availability, attendance, and leave requests.

• Proficiency with scheduling systems and office productivity software.

• Ability to manage competing priorities, maintain confidentiality, and exercise sound judgment.

Preferred

• Experience in homecare, healthcare, or another 24/7 staffing environment.

• Familiarity with Washington State employment leave programs.

• Experience with employee benefits enrollment and onboarding.

• Knowledge of healthcare workforce compliance requirements.
  

Schedule & On-Call Responsibilities

• Regular office schedule: Monday-Friday, 9:00 AM-5:00 PM.

• Weekday on-call rotation: Approximately once every six weeks, covering Monday through Thursday outside regular office hours.

• Additional on-call stipend: $150-$200 per assigned rotation.

• Weekend coverage is managed separately by a dedicated Weekend Coordinator.

• Participation in designated holiday coverage, approximately one federal holiday per year, with qualifying holiday work compensated at 1.5 times the employee's base hourly rate, in accordance with company policy.
  

Compensation & Benefits

Hourly Pay: $26.00-$28.00, depending on qualifications and experience.

Vibrant Health Homecare offers eligible employees:

• Medical insurance

• Dental insurance

• Vision insurance

• Optional 401(k) retirement plan

• Paid sick leave

• Paid vacation / PTO

• Six company-observed paid holidays annually (eight hours of base pay per eligible holiday)

• Paid training and professional development

• Additional compensation for assigned on-call rotations

Benefits are subject to applicable eligibility requirements and company policies.

Who We're Looking For

The successful candidate is dependable, resourceful, and proactive. They understand that effective staffing is not simply about filling shifts—it is about maintaining a reliable workforce, supporting employees, and anticipating operational needs before they become emergencies.

We value individuals who take responsibility for outcomes, communicate clearly, and consistently follow through.