Scheduling coordinator

Sterling Healthcare Management, LLC; Elwood (IN); On-site; USD 2,066,000 - 3,031,000; Full time

Benefits offered by this job

Medical, Dental, Vision and Prescrip

401(K) with company match

PTO

Telehealth

Flexible Spending Account (FSA)

Life and AD&D Insurance

Disability Insurance

Tuition Reimbursement

Daily Pay Available

Fun, Creative, and Mission-driven work

Supportive leadership

Job summary

Sterling Healthcare Management, LLC is seeking a highly organized Scheduler to manage staffing across our skilled nursing or assisted living community in Indiana. You will build and publish daily schedules, fill open shifts, and coordinate real-time call-offs to keep coverage smooth.

You will work with the DON and clinical staff, monitor overtime, maintain records in the EHR, and ensure compliance with Indiana labor laws and CMS requirements.

Qualifications

• High school diploma or GED required.
• 1–2 years scheduling, staffing coordination, or administrative experience; healthcare or long-term care setting preferred.
• Familiarity with nursing staffing ratios, shift structures, and long-term care scheduling practices preferred.
• Experience with scheduling software (Apploi, Shift Admin, OnShift, ShiftKey) preferred.
• Strong organizational, multitasking, and problem-solving skills.
• Excellent communication skills; calm, clear, professional under pressure.
• Proficiency with Microsoft Office and basic computer skills; respond to after-hours emergencies on-call rotation.

Responsibilities

• Build, maintain, and publish nursing schedules for clinical staff across all shifts—days, evenings, and nights.
• Ensure minimum staffing ratios are met on every shift in compliance with state and CMS requirements.
• Fill open shifts proactively using internal staff, overtime, PRN pool, and agency resources.
• Manage call-offs in real time—contact available team members, offer shifts, and confirm coverage quickly.
• Track and manage schedule changes, shift swaps, overtime, and time-off requests in the scheduling system.
• Coordinate with the DON and clinical staff daily to ensure accurate shift coverage and immediate gap resolution.
• Maintain and update PRN and agency availability lists to ensure a current backup pool.
• Monitor overtime exposure and flag potential overages before they occur.
• Maintain scheduling records in the electronic scheduling system and EHR.
• Generate daily, weekly, and monthly staffing reports for the DON and Administrator.
• Post open positions in Apploi or other recruiting platforms as directed.
• Maintain scheduling compliance with Indiana labor law, CMS staffing requirements, and facility policies.
• Participate in department head meetings and provide staffing updates.

Skills

Scheduling

Staffing coordination

Administrative experience

Communication skills

Education

High school diploma or GED

Associate degree or healthcare administration training

Tools

Apploi

Shift Admin

OnShift

ShiftKey

Job description

About This Role

We are looking for a highly organized, detail-oriented, and people-savvy Scheduler to manage staffing schedules across our skilled nursing or assisted living community. You will build and maintain daily schedules, fill open shifts, manage call-offs in real time, and serve as the staffing hub. If you are calm under pressure, great with people, and thrive on keeping things running smoothly - this role is for you.

About This Role

We are looking for a highly organized, detail-oriented, and people-savvy Scheduler to manage staffing schedules across our skilled nursing or assisted living community. You will build and maintain daily schedules, fill open shifts, manage call-offs in real time, and serve as the staffing hub. If you are calm under pressure, great with people, and thrive on keeping things running smoothly - this role is for you.

What We Offer

Benefits for Full-Time Staff Include:

• Medical, Dental, Vision and Prescription Drug Insurance.
• 401(K) with company match
• PTO
• Virtual Doctor Visits - Telehealth
• Flexible Spending Account (FSA)
• Life and AD&D Insurance
• Disability Insurance
• KISx Card (surgery and imaging program)
• Tuition Reimbursement
• Daily Pay Available
• Fun, Creative, and Mission-driven work environment
• Supportive leadership that values your ideas

What You'll Do

Scheduling & Staffing

• Build, maintain, and publish nursing schedules for clinical staff cross all shifts - days, evenings, and nights
• Ensure minimum staffing ratios are met on every shift in compliance with state and CMS requirements
• Fill open shifts proactively using internal staff, overtime, PRN pool, and agency resources - in that order
• Manage call-offs in real time - contact available team members, offer shifts, and confirm coverage quickly
• Track and manage schedule changes, shift swaps, overtime, and time-off requests in the scheduling system
• Coordinate with the DON and clinical staff daily to ensure accurate shift coverage and immediate gap resolution
• Maintain and update the PRN and agency availability lists to ensure a current and reliable backup pool
• Monitor and manage overtime exposure - flag potential overages to the Department Head before they occur

Administrative & Compliance

• Maintain accurate scheduling records in the electronic scheduling system and EHR
• Track and document agency usage including firm name, bill rate, and shift details for the Business Office
• Generate daily, weekly, and monthly staffing reports for the DON and Administrator
• Monitor and track team member attendance patterns - report chronic call-off concerns to the DON and promptly
• Assist with posting open positions in Apploi or other recruiting platforms as directed
• Maintain scheduling compliance with Indiana labor law, CMS staffing requirements, and facility policies
• Participate in department head meetings and provide staffing updates and reports as requested

Communication & Team Relations

• Serve as the primary point of contact for team member scheduling questions, requests, and concerns
• Communicate clearly and professionally with team members at all levels - from CNAs to charge nurses to the DON and all other clinical team members.
• Maintain a positive, solution-oriented attitude when managing difficult staffing situations or resistant team members
• Build and maintain positive relationships with agency staffing coordinators for fast and reliable shift coverage
• Escalate unresolved staffing gaps or coverage concerns to the DON or Administrator immediately - never leave a shift uncovered without notification

Requirements

• High school diploma or GED required - associate degree or healthcare administration training preferred
• Minimum 1 to 2 years of scheduling, staffing coordination, or administrative experience - healthcare or long-term care setting strongly preferred
• Familiarity with nursing staffing ratios, shift structures, and long-term care scheduling practices preferred
• Experience with scheduling software - Apploi, Shift Admin, OnShift, ShiftKey, or similar platforms preferred
• Strong organizational, multitasking, and problem-solving skills
• Excellent communication skills - calm, clear, and professional under pressure
• Proficiency with Microsoft Office and basic computer skillsAbility to respond to after-hours staffing emergencies on an on-call rotation basis
• Reliable, punctual, and able to manage competing priorities without losing attention to detail

Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.