Staffing Coordinator

Vicars Landing 1; Ponte Vedra Beach (FL); On-site; USD 42,000 - 54,000; Full time

Benefits offered by this job

Health, dental, and vision coverage

Retirement savings plan

Paid time off

Holiday bonus

Scholarship opportunities

Free lunch

Job summary

Vicar's Landing in Ponte Vedra Beach, FL is seeking a Staffing Coordinator to keep clinical teams organized and ensure proper scheduling across Skilled Nursing, Assisted Living, and Memory Care. You will handle day-to-day staffing, onboarding support, and payroll for the assigned teams.

You will collaborate with leaders and staffing partners to maintain coverage, participate in forecasting, and provide after-hours scheduling coverage as needed, while handling sensitive employee information with

Qualifications

• High school diploma or equivalent required.
• At least two years in staffing, scheduling, or staff coordination (3–5 years ok in lieu of education).
• Strong organization, communication and discretion with sensitive information.

Responsibilities

• Maintain and adjust clinical schedules across multiple care settings; communicate changes promptly.
• Partner with leaders to align staffing with care needs and operations.
• Track call-offs, lateness and time-off requests for reliable coverage.
• Coordinate with staffing agencies to meet staffing requirements.
• Assist with interview scheduling, recruitment, onboarding, and payroll processes.
• Support staffing forecasts and participate in after-hours scheduling coverage.

Skills

Organization

Scheduling

Communication

Independence

Collaboration

Emergency flexibility

Education

High School Diploma or equivalent

Bachelor's degree in HR/Healthcare/admin or related field

Tools

Payroll systems

Scheduling software

Vendor coordination tools

Job description

Job Details: Job Location: Ponte Vedra Beach, FL 32082, Position Type: Full Time, Staffing Coordinator

Ponte Vedra Beach, FL | Onsite

About This Role

The Staffing Coordinator keeps our clinical teams organized and appropriately scheduled so our members receive consistent, high-quality care across Skilled Nursing, Assisted Living, and Memory Care. This role manages day-to-day scheduling needs, responds to staffing changes, tracks attendance-related information, and coordinates with leaders and staffing partners to help maintain required coverage. The Staffing Coordinator also supports recruiting and onboarding activities and processes payroll for the assigned health services areas.

What You'll Do

• Maintain and adjust clinical schedules across Skilled Nursing, Assisted Living, and Memory Care, communicating changes promptly to the appropriate team members and leaders.
• Partner with department leaders to build schedules that align staffing resources with operational and care needs.
• Track call-offs, late arrivals, and time-off requests to support reliable coverage and accurate records.
• Coordinate with staffing agencies when additional resources are needed to maintain staffing requirements.
• Assist with interview scheduling, recruitment coordination, and onboarding of new team members.
• Process payroll for the assigned Skilled Nursing, Assisted Living, and Memory Care teams.
• Participate in staffing forecast discussions to identify future recruiting needs and potential coverage gaps.
• Provide support during emergencies and share designated after-hours scheduling on-call responsibilities; refer clinical questions to the RN on call.

Skills You Need

Must Have

• High school diploma or equivalent.
• At least two years of related experience in staffing, scheduling, or staff coordination—or three to five years of directly related experience in lieu of preferred education.
• Strong organization and follow-through, with the ability to manage frequent schedule changes and competing priorities.
• Clear, professional communication and the judgment to handle sensitive employee information appropriately.
• Ability to work independently while collaborating effectively with clinical leaders, team members, Human Resources, and external staffing partners.
• Flexibility to assist during emergencies and participate in designated after-hours scheduling coverage.

Nice to Have

• Bachelor's degree in human resources, healthcare administration, business, or a related field.
• Experience coordinating schedules in senior living, healthcare, or another 24/7 operating environment.
• Experience with payroll processing, workforce scheduling systems, or staffing agency coordination.

Benefits Snapshot

• Health, dental, and vision coverage
• Retirement savings plan
• Paid time off
• Holiday bonus
• Scholarship opportunities
• Free lunch

WHY VICAR'S LANDING?

At Vicar's Landing, every team member plays an important role in creating an exceptional living experience for our members. Whether you're providing direct care, delivering outstanding hospitality, maintaining our beautiful community, or supporting behind-the-scenes operations, your work has a meaningful impact every day.

Equal Opportunity Employer

Vicar's Landing is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We welcome qualified applicants from all backgrounds and are dedicated to providing equal employment opportunities without regard to race, color, religion, sex, national origin, age, disability, veteran status, genetic information, sexual orientation, gender identity, or any other status protected by applicable federal, state, or local laws.

Additional Employment Requirement Disclosure

Where applicable, and as required by law, employment with Vicar's Landing may be contingent upon successful completion of a background screening initiated by the organization through the Florida Agency for Health Care Administration (AHCA) Background Screening Clearinghouse.

More information about the Clearinghouse, including positions that require screening, can be found at https://info.flclearinghouse.com.