Staffing Coordinator

Fox Ridge at Crestview; Cabot (AR); On-site; USD 18,000 - 20,000; Full time

Job summary

Hcshiring is seeking a Staffing Coordinator to manage staffing levels in our senior living community. You will schedule, coordinate assignments, and ensure compliance with regulatory requirements while maintaining fair and transparent scheduling practices.

The role requires 1–2 years in staffing, strong communication skills, and proficiency with scheduling software and MS Office. Collaboration with Nursing, Wellness, and Operations is essential to balance census and acuity.

Qualifications

• High School Diploma or equivalent required.
• 1–2 years of experience in staff scheduling or healthcare staffing preferred.
• Experience in senior living, long-term care, or healthcare environment highly desirable.
• Proficient in scheduling software and MS Office Suite.
• Able to maintain positive relationships with Residents, families, peers, and team members.
• Excellent communication (verbal and written) and interpersonal skills.

Responsibilities

• Develop, maintain, and adjust the master staffing schedule to meet community needs while ensuring regulatory compliance.
• Monitor and fill staffing vacancies due to call-outs, vacations, or other absences.
• Communicate schedule changes to staff promptly and professionally.
• Coordinate and confirm shift coverage by contacting team members or staffing agencies as needed.
• Maintain staff availability records, certifications, licensure, and training documentation.
• Collaborate with department leaders to assess staffing needs based on census and acuity changes.
• Prepare staffing reports, track overtime, and monitor staffing hours vs. actual hours.
• Support onboarding by coordinating orientation and training schedules and documentation for new hires and existing staff.
• Respond to scheduling inquiries and shift exchanges; address PTO requests.
• Participate in staff retention by promoting fair scheduling and a positive work environment.
• Maintain confidentiality per HIPAA and company policies.

Skills

Excellent communication

Interpersonal skills

Organizational skills

Time management

Independent and collaborative work

Education

High School Diploma or equivalent

Tools

Scheduling software

Microsoft Office (Word, Excel, Outlook)

Job description

Employment: Full-Time Pay Frequency: Annually Pay Maximum: 20 Pay Minimum: 18

Responsibilities

The Staffing Coordinator is responsible for ensuring appropriate staffing levels to meet the care and service needs of residents in the community. This role involves scheduling, coordinating staff assignments, maintaining accurate records, and collaborating with department heads to ensure optimal staff coverage. The Staffing Coordinator plays a critical role in maintaining compliance with regulatory staffing requirements and supports team satisfaction by ensuring fair and transparent scheduling practices.

• Develop, maintain, and adjust the master staffing schedule to meet the needs of the community while ensuring compliance with state and federal regulations.
• Monitor and fill staffing vacancies due to call-outs, vacations, or other absences in a timely and cost-effective manner.
• Communicate schedule changes to staff promptly and professionally.
• Coordinate and confirm shift coverage by contacting team members or utilizing staffing agencies when needed.
• Maintain accurate and up-to-date staff availability records, certifications, licensure, and training documentation.
• Collaborate with department leaders (such as Nursing, Wellness, and Operations) to assess staffing needs based on census and acuity changes.
• Prepare staffing reports, track overtime, and monitor budgeted staffing hours versus actual hours worked.
• Support the onboarding process by coordinating orientation and training schedules and ensuring proper documentation for new hires and existing team members.
• Respond to employee inquiries regarding scheduling conflicts, PTO requests, and shift exchanges.
• Participate in staff retention efforts by promoting fair scheduling practices and a positive work environment.
• Maintain confidentiality of all personnel and resident information in accordance with company policies and HIPAA regulations.
• Perform other related duties as assigned by management.

Qualifications

• High School Diploma or equivalent required;
• Minimum of 1-2 years of experience in staff scheduling or healthcare staffing preferred.
• Experience in senior living, long-term care, or healthcare environment highly desirable.
• Able to maintain positive working relationships with Residents, their families, peers, and other team members.
• Excellent communication (verbal and written) and interpersonal skills.
• Strong organizational and time management skills.
• Ability to work independently and collaboratively in a fast-paced environment.
• May be subject to frequent interruptions and multiple demands.
• Proficient in scheduling software, Microsoft Office Suite (Word, Excel, Outlook).
• Ability to problem-solve and manage multiple priorities.
• Familiarity with state and federal staffing regulations preferred.
• Prolonged periods sitting at a desk and working on a computer.
• Able to spend long periods of time on foot.
• Able to perform frequent lifting, pushing, pulling, moving of equipment, bending, and stooping.
• Able to perform tasks which may be physically demanding such as lifting up to 60 pounds.
• Occasional evening, weekend, or holiday work may be required to address staffing emergencies.