Skilled Nursing Scheduler (CMA)

Peaks Healthcare; Topeka (KS); On-site; USD 52,000 - 66,000; Full time

Benefits offered by this job

Competitive compensation

Health, dental, and vision insurance

401(k)

Paid Time Off (PTO)

Care Cash Program

Referral Bonus Program

Career development and advancement Op­

Job summary

Heritage Grove Estates in Topeka, KS is seeking a Scheduler / Staffing Coordinator to manage staffing across shifts and support direct care when needed. The role includes an on-call rotation and collaboration with nursing leadership to meet resident care priorities.

The ideal candidate holds an active CNA or Medication Aide certification, a high school diploma or equivalent, and 1–2+ years in scheduling or healthcare operations. Proficiency with scheduling systems and Excel is required.

Qualifications

• Requires active CNA or Medication Aide certification.
• Requires high school diploma or equivalent.
• 1–2+ years of scheduling, healthcare operations, or related experience.
• Proficiency in scheduling systems and Microsoft Office (Excel).
• Strong organizational, multitasking, and communication skills.
• Ability to stay calm and solutions-focused under pressure.

Responsibilities

• Build and maintain staffing schedules across all shifts to ensure full coverage and minimize overtime.
• Evaluate and adjust schedules daily based on census and operational needs.
• Respond quickly to call-ins and coverage gaps and secure replacements or adjust staffing.
• Provide direct floor care when needed if coverage is not available.
• Coordinate with nursing leadership to align staffing with resident care priorities.
• Manage scheduling systems and timekeeping records; report overtime trends.

Skills

Scheduling experience

Microsoft Excel

Organizational skills

Communication skills

Multitasking

Calm under pressure

Education

High school diploma or equivalent

Associate degree or healthcare certification

Tools

Scheduling software

Microsoft Office

Job description

About the Role

Heritage Grove Estates is hiring a Scheduler / Staffing Coordinator to keep our skilled nursing team fully staffed and running smoothly. This is a dual-role position — you'll manage day-to-day scheduling operations and step in as direct care support (CNA, Medication Aide, or Nurse based on licensure) when coverage is needed.

If you're highly organized, thrive in a fast-paced healthcare environment, and want a role where your work directly impacts resident care — this is it.

Schedule: Flexible; may vary based on operational needs. Includes participation in an on-call rotation.

What You'll Do

Staffing & Scheduling

• Build and maintain staffing schedules across all shifts to ensure full coverage while minimizing overtime
• Evaluate and adjust schedules daily based on census, staffing levels, time-off requests, and operational needs
• Respond quickly to call-ins and coverage gaps — securing replacements or adjusting staffing as needed
• Provide direct floor care (CNA, Medication Aide, or Nurse, as licensed) when coverage cannot be secured
• Coordinate with nursing leadership and department heads to align staffing with resident care priorities
• Manage scheduling systems to distribute accurate, up-to-date schedules and maintain timekeeping records
• Facilitate shift swaps and cross-coverage while staying compliant with staffing requirements
• Track and report overtime trends, scheduling concerns, and daily PPD (patient per day) metrics
• Prepare monthly staffing schedules and coverage summaries for leadership

On-Call & Administrative Support

• Participate in on-call rotation to handle after-hours staffing needs
• Support additional administrative and operational tasks as assigned

What We're Looking For

Required:

• Active CNA or Medication Aide certification
• High school diploma or equivalent
• 1–2+ years of scheduling, healthcare operations, or related experience
• Proficiency in scheduling systems and Microsoft Office (Excel)
• Strong organizational, multitasking, and communication skills
• Ability to stay calm and solutions-focused under pressure

Preferred:

• Associate degree or healthcare-related certification
• Familiarity with skilled nursing workflows and staffing models

Benefits

• Competitive compensation
• Health, dental, and vision insurance
• 401(k)
• Paid Time Off (PTO)
• Care Cash Program
• Referral Bonus Program
• Career development and advancement opportunities

Why Heritage Grove Estates?

We're more than a workplace — we're a team that shows up for each other and for the residents we serve.

• Supportive culture — leadership that listens and values your input
• Room to grow — real advancement opportunities in healthcare operations
• Meaningful work — your scheduling decisions directly affect resident care every day

Heritage Grove Estates proudly serves the Topeka, Kansas community with compassionate skilled nursing and rehabilitation services. We're committed to building a team where employees feel valued, supported, and set up to succeed.

Physical Requirements

• Ability to lift and carry supplies (up to 25 lbs)
• Ability to stand, walk, and move between office, clinical, and storage areas throughout the day
• Ability to respond to staffing needs promptly, including after-hours

Heritage Grove Estates is an Equal Opportunity Employer. Reasonable accommodations are available for individuals with disabilities — contact Human Resources for assistance.