Staffing Coordinator

LionStone Care; Madeira (OH); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

Health benefits

401k with company match

Early Pay via Tapcheck

Perks & Discounts

Job summary

LionStone Care is seeking a Staffing Coordinator (Scheduler) at Madeira Care Center in Madeira, OH. The position handles end-to-end staff scheduling to ensure 24/7 coverage while aligning with census and patient care needs.

Education: High school diploma required; healthcare administration degree preferred. 1–2 years in healthcare scheduling is favored. Strong organizational and interpersonal skills with proficiency in scheduling software and EHR are essential.

Qualifications

• High school diploma or equivalent required; a healthcare administration degree is preferred.
• 1–2 years of staffing, scheduling, or administration experience in healthcare or long-term care is preferred.
• Strong organizational, communication, and multitasking abilities.

Responsibilities

• Create and maintain staff schedules for all shifts, including weekends and holidays.
• Monitor attendance, absences, overtime, and call-offs; ensure compliance with laws and policies.
• Coordinate replacements to maintain appropriate staffing levels at all times.
• Collaborate with department heads and HR to address scheduling needs.
• Assist in developing staffing plans for new hires and onboarding into the schedule.

Skills

Organizational skills

Communication skills

Scheduling software (EHR)

Labor law & compliance

Confidentiality & discretion

Education

High school diploma

Healthcare admin degree preferred

Tools

Scheduling software

Electronic Health Records (EHR)

Job description

Job Location: Madeira Care Center - Madeira, OH 45243

Position Type: Full-Time

Education Level: High School

Salary Range: $20.00 - $23.00

Travel Percentage: None

Job Shift: First Shift

The Staffing Coordinator (Scheduler) is responsible for managing and coordinating staff schedules in a healthcare, long-term care, or assisted living facility. This role ensures that staffing levels are maintained to provide adequate coverage across all shifts, meeting the needs of the facility while adhering to labor regulations and budgetary guidelines. The Staffing Coordinator works closely with department heads, nurses, and human resources to ensure efficient staffing and manage employee scheduling requests, absences, and staffing shortages.

Key Responsibilities

• Staff Scheduling:
  • Create and maintain staff schedules, ensuring adequate coverage for all shifts, including weekends, holidays, and on-call shifts.
  • Adjust schedules as needed to accommodate last‑minute changes, such as employee absences or increases in patient needs.
  • Monitor time‑off requests, overtime, and shift swaps, ensuring schedules comply with labor laws, union contracts (if applicable), and facility policies.
  • Communicate schedule changes to staff promptly and efficiently.
• Attendance and Staffing Management:
  • Track employee attendance, sick days, vacation days, and leave of absence requests.
  • Manage call‑offs and coordinate replacements to ensure appropriate staffing levels are maintained at all times.
  • Maintain records of staff availability and ensure accurate documentation of shift changes, call‑ins, and absences.
  • Ensure that staffing adjustments align with census levels and resident care needs.
• Collaboration with Department Heads:
  • Work closely with nursing supervisors, department heads, and the human resources team to understand staffing needs and address any issues related to scheduling.
  • Communicate with leadership about staffing shortages, overtime issues, and suggestions for schedule adjustments.
  • Assist in developing staffing plans for new hires, ensuring they are properly oriented and integrated into the schedule.
• Recruitment and Staffing Support:
  • Assist in identifying staffing gaps and work with HR to support recruitment efforts to fill open positions.
  • Maintain a pool of available on‑call or per diem staff to help fill shifts when needed.
  • Support the onboarding and orientation process for new employees by ensuring they are integrated into the schedule effectively.
• Employee Communication:
  • Serve as a point of contact for staff regarding scheduling inquiries, time‑off requests, and shift changes.
  • Respond to scheduling concerns or conflicts in a professional and timely manner.
  • Maintain open communication with staff to ensure their scheduling preferences are considered while balancing the facility's needs.
• Compliance and Documentation:
  • Ensure compliance with all local, state, and federal labor laws, including overtime regulations and wage and hour laws.
  • Maintain accurate records of schedules, time‑off requests, shift swaps, and overtime for auditing and payroll purposes.
  • Ensure that staffing levels are in line with regulatory requirements for patient care ratios and facility standards.
• Emergency Staffing:
  • Be prepared to handle emergency staffing situations by quickly identifying available staff to cover shifts due to sudden call‑offs or unexpected increases in patient needs.
  • Participate in on‑call rotation as needed to respond to urgent staffing needs outside of regular hours.

Qualifications

Education: High school diploma or equivalent required. A degree or certification in healthcare administration, business, or a related field is preferred.

Experience: Minimum of 1-2 years of experience in staffing, scheduling, or administration in a healthcare or long-term care setting is preferred.

Skills

• Strong organizational and multitasking skills with attention to detail.
• Excellent communication and interpersonal skills, with the ability to work well with staff and management.
• Proficiency in scheduling software, electronic health records (EHR), and other administrative tools.
• Knowledge of labor laws, healthcare staffing regulations, and overtime management.
• Ability to handle sensitive and confidential information with discretion.

#LIONSTONE123

People-Centered Rewards

• Health benefits including Medical, Dental & Vision
• 401k with company match
• Early Pay via Tapcheck!
• Employee Perks & Discount program
• PTO + Company Holidays + Floating Holidays
• Referral Bonus Program
• Mentorship Programs
• Internal/Upskilling Growth Opportunities
• Continued Education Loan Repayment Program powered by Clasp