Staffing Coordinator

Aperion Care; Chicago (IL); On-site; USD 52,000 - 66,000; Full time

Job summary

Aperion Care Staffing Coordinator is responsible for creating and maintaining the monthly CNA and Nurse schedules, ensuring shifts are staffed in compliance with local, state, and federal guidelines.

The role requires updating schedules for time off, onboarding, and terminations, posting finalized rosters five days before start, and coordinating with nursing leadership to adjust staffing levels as needed. Proficiency in MS Office and strong organizational skills are essential.

Qualifications

• Must hold a current Certified Nursing Assistant (CNA) certification per Illinois law.
• Must be at least 18 years old.
• Long term care experience preferred.
• Current CPR certification required.
• Ability to read, write, speak and understand English.
• Scheduling experience in long-term care preferred.
• Basic knowledge of Microsoft Excel, Word and Outlook.
• Ability to multi-task and problem solve staffing needs.

Responsibilities

• Create and manage the monthly CNA and Nurse schedule.
• Edit schedules for time off, new hires, and terminations.
• Post schedule five days before the first day on schedule.
• Coordinate with DON and HR to adjust staffing levels.
• Prepare daily assignment sheets for staff.
• Update staff hours and attendance records.
• Arrange coverage for shifts during call-offs and tardiness.
• Maintain mandation and attendance logs.
• Notify HR about vacancies and shifts.
• Keep master schedule up to date.
• Performs other duties as assigned.

Skills

Scheduling experience

Multi-tasking

Problem solving

Excel

Word

Outlook

English proficiency

Education

Certified Nursing Assistant (CNA) certification

Tools

MS Excel

MS Word

Outlook

Job description

SUMMARY:

The Staffing Coordinator is responsible for creating a monthly CNA and Nurse schedule and ensuring that each shift is staffed appropriately following local, state, and federal guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Using the current monthly set schedules in place the scheduler will edit to account for request time off, new hires placed on the schedule, and remove terminated employees. The schedule will be posted for CNAs and Nurses five days prior to first day on schedule as outlined by the Collective Bargaining Agreement.
• The Scheduler will follow the current holiday rotation & add the new hires to rotation to ensure coverage for all shifts each holiday.
• Coordinate with Director of Nursing and Human Resources Director to request increasing staffing levels when necessary.
• Daily Assignment Sheets will be placed in glass case prior to start of the shifts to notify CNAs and other nursing staff of their assignment for that shift. The assignment sheets are to be updated as changes occur to keep records as accurate as possible.
• Direct Care/Nursing Staff Hour Sheets are to be completed for all direct care staff (RNs, LPNs & CNAs) based on scheduled hours and posted in an area visible to staff, residents or any visitors to the facility and then updated no later than the next day to show actual hours worked.
• Responsibilities will also include finding coverage for shifts due to call off and ensuring that shifts stay over until replacement arrives in the event of tardiness.
• In the event of a call off every attempt should be made to avoid overtime. If this is unavoidable it may be necessary to get a volunteer from prior shift or notify the nurse supervisor or DON to mandate.
• If all other efforts have been exhausted the Scheduler will work as a floor CNA to cover the shift.
• Mandation Log must be kept up to date and followed in the event that a CNA will be forced to stay over due to call off. CNAs should be notified as soon as possible.
• Call offs and tardiness will be marked on the attendance sheets for each CNA and Human Resources will be notified when employees are falling below the attendance standards set forth in Collective Bargaining Agreement.
• Director of Nursing will be notified of illness reported by CNAs and Nurses daily in order to keep up to date records of Staff Infection Log.
• Will be on-call for CNAs and Nurses and notify the facility of changes to staff during a particular shift to keep everyone up to date on staffing concerns as they are occurring.
• Overtime hours/available shifts will be posted on a weekly basis to notify staff of open hours. Guidelines for overtime bidding by seniority as outlined in Collective Bargaining Agreement must be followed.
• Notifying Human Resources when there are shift vacancies in order to post in‑house for those CNAs or Nurses wanting to be moved to another shift.
• Updating the master schedule to reflect changes that will occur daily to keep records up to date.
• Responsible for keeping up to date scheduling records and filing prior day’s assignment sheets & direct care staffing hour’s sheets into the binders.
• Performs other duties as assigned.

QUALIFICATIONS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required.

• Current certification as a Certified Nursing Assistant in accordance with the laws of the State of Illinois.
• Must be at least 18 years of age.
• Long term care experience preferred.
• Current CPR certification required.
• Ability to read, write, speak and understand the English language
• Scheduling Experience in long-term care setting preferred
• Basic knowledge of Microsoft Excel, Word and Outlook.
• Ability to multi-task, quick-thinking and problem solving to resolve staffing needs as they arise.

PHYSICAL DEMANDS:

• Required to sit, stand, bend and walk regularly; lift and/or move up to 100 pounds.
• Visual and auditory ability sufficient for written and verbal communication.
• The noise level in the work environment is usually moderate.