Scheduling Coordinator

Baystate Health; Holyoke (MA); On-site; USD 32,000 - 43,000; Full time

Benefits offered by this job

Excellent benefits

Paid time off (PTO) 25 days/year

Education support

Retirement plan

Job summary

Baystate Health is seeking a highly organized Scheduling Coordinator to join the Central Staffing Office in Springfield, MA. The role connects staffing needs with frontline care, balancing census, acuity, and employee availability to ensure compliant, efficient schedules.

You will manage advanced schedules, coordinate coverage for planned and unplanned absences, and ensure adherence to labor regulations and Baystate policies.

Qualifications

• High School Diploma or GED required.
• Experience in scheduling, staffing, or admin support in healthcare.

Responsibilities

• Develop and update weekly/monthly advanced clinical staff schedules across units and shifts.
• Coordinate coverage for planned absences and last-minute staffing needs.
• Ensure schedules comply with labor regulations and Baystate Health policies.
• Monitor overtime, shift differentials, and time-off requests using Kronos and other systems.
• Prepare reports on staffing, attendance, coverage, and scheduling trends for management.

Skills

Scheduling coordination

Time management

Communication

Problem solving

Independent work

Education

High School Diploma or GED

Tools

Kronos

Scheduling software

Job description

Baystate Health is seeking a highly organized and resourceful Scheduling Coordinator to join the Central Staffing Office in Springfield, MA.

Reporting to the Director of the Central Staffing Office, this position plays a critical role in coordinating advanced clinical staff schedules across multiple units and shifts to ensure staffing needs are met efficiently, accurately, and in alignment with organizational and labor requirements.

RESPONSIBILITIES: The Schedule Coordinator

is the key connection between operational staffing needs and frontline care delivery. Balances patient census and acuity with staffing levels, employee availability, contractual requirements, and scheduling policies. This is an ideal opportunity for someone who enjoys problem-solving, working with people, and managing complex details in a fast-paced healthcare environment.

• Develop, manage, and update weekly and monthly advanced clinical staff schedules across multiple units and shifts.
• Facilitate balanced schedules for each advanced scheduling period while considering staffing needs, employee preferences, and operational requirements.
• Ensure schedules comply with federal and state labor regulations, union contracts, patient safety standards, and Baystate Health policies.
• Monitor and document overtime, shift differentials, floating, time-off requests, sick calls, and shift swaps using Kronos and other scheduling systems.
• Identify and resolve scheduling conflicts, coverage gaps, and last-minute staffing needs using creative problem-solving and effective negotiation.
• Coordinate coverage for planned absences, including vacations and medical leaves.
• Facilitate advanced shift swaps and coverage requests while verifying compliance with applicable policies and contractual agreements.
• Monitor staffing plans and identify shifts eligible for premium pay compensation, including ASI, in partnership with Baystate Health leadership.
• Maintain accurate scheduling and timekeeping records and prepare reports on staffing, attendance, coverage, and scheduling trends for management and senior leadership.
• Respond promptly and professionally to staff questions regarding schedules, assignments, payroll, time-off balances, and scheduling procedures.
• Serve as a trusted resource for clinical staff navigating scheduling systems and self-scheduling processes.
• Partner with the Contingent Resource Team to support onboarding and orientation related to staffing and scheduling procedures.
• Collaborate with Human Resources and Payroll to investigate discrepancies, resolve errors, and support timely and accurate pay and benefits processing.
• Evaluate scheduling workflows and recommend improvements that promote efficiency, accuracy, equity, and optimal staffing outcomes.
• Cross-train to provide coverage for other Central Staffing Office
• Maintain strict confidentiality and demonstrate professionalism when handling sensitive employee information.

SCHEDULE:

• Full-time, 36 hours a week (3-12 hour shifts)
• 8am-8pm
• Rotating weekends and holidays

LOCATION:

• 361 Whitney Ave
• Holyoke, MA

QUALIFICATIONS:

• High School Diploma or GED, required
• Previous experience in scheduling, staffing, or administrative support in a healthcare environment.
• Knowledge of nursing workflows, staffing models, and healthcare labor regulations.
• Experience with scheduling and timekeeping systems such as Kronos.
• Proficiency with spreadsheets, reporting tools, electronic health records, and communication platforms.
• Strong written and verbal communication skills.
• Ability to work independently while collaborating effectively with an interdisciplinary team.

THE ADVANTAGES OF WORKING WITH BAYSTATE!

• Excellent Compensation High-quality, low-cost medical, dental and vision insurance
• Generous PTO – up to 25 days in the first year, with scheduled earned increases
• Continuing education support and reimbursement
• First Time Home Buyers Financial Packages
• Farm Share Memberships
• 403b retirement company match & annual company contribution increase based on years of service
• Free money coach advice from a certified professional
• Wellbeing programs that include but are not limited to mental, physical, and financial health
• Pet, home, auto and personal insurance
• Life insurance
• Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!
• Wellbeing programs that include but are not limited to mental, physical, and financial health

Education:

High School Diploma (Required)

Certifications:

Compensation

Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate’s relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum

$23.46 - $26.97 - $31.91

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.