Scheduling Coordinator

Bethesda-7; Willmar (MN); On-site; USD 26,000 - 30,000; Full time

Job summary

Bethesda Grand in Willmar, MN seeks an Ancillary Departments Scheduler to build and maintain staff schedules for Brothers Café, Culinary, Laundry, Maintenance, Housekeeping, Recreation, and Sunrise Village. You will align coverage with budgeted hours and onboard staff to OnShift and scheduling procedures.

Responsibilities include managing daily coverage, time-off, and shift trades, with frequent coordination with department directors and HR to address gaps and ensure payroll accuracy.

Qualifications

• High school diploma or equivalent required; post-secondary education preferred.
• Minimum 2 years scheduling, staffing, or administrative coordination in healthcare or senior living preferred.
• Strong organization, time management, communication, and customer service skills.
• Experience building schedules for large or multi-department teams.
• Proficiency with OnShift scheduling software, Microsoft Office (Excel, Outlook, Word, Teams).
• Ability to manage competing priorities and stay composed through interruptions.
• Confidentiality of employee and resident information

Responsibilities

• Build, publish, and maintain master and daily schedules for assigned ancillary departments in OnShift.
• Process time-off requests, shift trades, and schedule changes before posting deadlines.
• Monitor call-ins and open shifts; arrange replacement coverage by phone, text, and messaging.
• Maintain rotational schedules, weekend and holiday rotations.
• Record paid personal leave and report attendance per Bethesda policy.
• Meet with department directors and HR about coverage needs and gaps.
• Ensure payroll accuracy by reviewing timecards and schedule variances.
• Orient new staff to Bethesda scheduling processes and tools.

Skills

Scheduling

Healthcare experience

OnShift

Microsoft Office

Communication

Education

High school diploma

Tools

OnShift scheduling software

Excel

Outlook

Word

Teams

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full-Time Willmar, MN, US

2 days ago Requisition ID: 10624

Salary Range: $19.10 To $21.51 Hourly

Bethesda

Ancillary Departments

As our Ancillary Departments Scheduler, you’ll prepare staffing schedules and replacement of staff, making sure those teams are covered, so each shift starts with the right people in the right place.

Position summary

Employment Type

Classification

Hourly, Non-Exempt

Schedule

80 hours per pay period I Monday–Friday, 8:00 a.m. – 4:30 p.m.

Pay Range

$19.10 - $21.51 per hour, based on experience and qualifications

Location

On-Site I Bethesda Grand in Wilmar

Reports To

Director of Human Resources

Departments Supported

Brothers Café, Culinary, Laundry, Maintenance, Recreation, Housekeeping, and Sunrise Village.

Dress Code

Business casual, with Bethesda identification badge.

About the Role

As the Scheduler for our ancillary departments, you’ll build and maintain the staff schedules for Brothers Café, Culinary, Laundry, Maintenance, Housekeeping, Recreation, and Sunrise Village. You’ll partner with department directors to anticipate coverage needs, fill open shifts quickly, and keep staffing aligned with budgeted hours. You will orient new ancillary team members to the OnShift app, their schedule, and the process for time off and shift trades.

Job responsibilities

• Build & Maintain Department Schedules — Create, publish, and maintain master and daily schedules for assigned ancillary departments in OnShift; process time-off requests, shift trades, and schedule changes accurately and ahead of posting deadlines.
• Manage Daily Coverage & Call-Ins — Monitor call-ins and open shifts each day; secure replacement coverage by phone, text, and messaging; escalate gaps that put minimum coverage or service levels at risk.
• Maintain Rotational Schedules & Staffing Levels — Manage rotational schedule templates and weekend and holiday rotations.
• Track Time Off & Attendance — Record paid personal leave and gather daily absentee information and report occurrences under Bethesda’s attendance policy.
• Partner with Department Directors and HR Department — Meet regularly with ancillary department directors and Human Resources regarding coverage needs, open positions, time-off planning, and recurring staffing gaps; escalate unresolved issues promptly.
• Ensure Payroll Accuracy & Documentation — Review timecards, missed punches, and schedule variances ahead of each pay period close; keep staffing records and scheduling documentation accurate and current; orient new team members to Bethesda’s scheduling processes.
• Other Duties as Assigned — The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all-inclusive.

Qualifications

• High school diploma or equivalent required; post-secondary education (diploma, associate’s degree, or higher) preferred.
• Minimum of 2years of scheduling, staffing, or administrative coordination experience in healthcare or senior living is preferred but not required.
• Strong organization, time management, communication, and customer service skills.
• Experience building schedules for large or multi-department teams.
• Proficiency with OnShift scheduling software, Microsoft Office (Excel, Outlook, Word, Teams).
• Ability to manage competing priorities and stay composed through frequent interruptions and last-minute changes.
• Ability to maintain strict confidentiality of employee and resident information.

Physical & Mental Demands

• Primarily light work, requiring frequent periods of sitting at a workstation.
• Regular walking, standing, bending, stooping, pushing, and pulling.
• Occasional squatting, kneeling, and reaching above shoulder level.
• Occasional lifting of up to 20 pounds.
• Sustained judgment, initiative, and problem-solving amid frequent interruptions.

Acknowledgment

I have read this job description and understand the responsibilities and requirements of this position.