Staffing Coordinator - Acute

Highland Hospital; Charleston (WV); On-site; USD 38,000 - 58,000; Full time

Job summary

Highland Hospital is seeking a Staffing Coordinator to organize and maintain staffing for Nursing Service employees, ensuring safe and effective patient care across units. You will coordinate core shifts, overtime, training, and transport while communicating schedules and approvals to staff.

On-site position requiring collaboration with HR, DON, and department leaders; strong scheduling software skills and MS Office are essential for daily reporting and timekeeping accuracy.

Qualifications

• High School diploma or equivalent required; Associate degree preferred.
• One year of staff scheduling experience required, medical scheduling preferred.
• Experience with automated scheduling platforms and MS Word/Excel required.

Responsibilities

• Creates, follows, and maintains the master staffing schedule using guidelines and protocol.
• Monitors census and staffing; ensures appropriate staff per shift and reports shortages.
• Prepares daily and monthly staffing sheets and communicates changes to staff.
• Schedules core shifts, overtime, training, transport, and other needs.
• Finds replacement staff for call outs, vacations, and LOA; prepares reports.
• Manages time off requests and ensures accurate timekeeping and scheduling.
• Provides administrative support and assists with ordering supplies as needed.

Skills

Staff scheduling

Communication skills

Microsoft Word

Microsoft Excel

Office management

Education

High School diploma

Associate’s Degree in Office Management

Tools

Automated scheduling platforms

Job description

About the Job:

PURPOSE STATEMENT:

The Staffing Coordinator is responsible for ensuring that staffing of Nursing Service employees meets and maintains the department and facility needs for safe and effective patient care. Organizes and prepares work schedules of employees including core shifts, overtime shifts, training, transport, and other areas the facility may need according to established nursing guidelines based on census and patient acuity for all nursing units and programs. Communicates to employees their schedule, schedule changes, scheduled training times, and approval or denial of requests for time off.

Roles and Responsibilities:

ESSENTIAL FUNCTIONS:

• Creates, follows, and maintains the master staffing schedule utilizing facility staff matrix guidelines and protocol including weekend and holiday schedules. Monitors census, staffing, scheduled admissions and discharges (minimum twice daily) to ensure the appropriate number of staff is available for each work shift.
• Prepares daily and monthly staffing sheets with continual revisions as necessary and communicates to appropriate staff. Collects and files by date the 24-hour staffing report, daily assignments sheets, and daily census.
• Ensures staffing of Nursing Service employees meets all department and facility needs; monitors and maintains employees’ core schedules, overtime, training, transport, vacancies, etc. Reports all issues with staffing to the DON along with resolutions for staffing concerns.
• Schedules employees and agency staffing for core shifts, overtime shifts, training, transport, and other areas the facility may need to ensure vacancies are covered and overtime is limited and monitored appropriately.
• Finds replacement staff as needed to maintain proper scheduling for call outs, vacations, and leave of absence. Prepares reports on aggregating data to include calls outs by staff, shift, and unit. Reviews the report with CNO/DON and HR on a weekly basis.
• Monitors and obtains approval from CNO/DNO and schedules employees requests for time off, call outs, overtime, and training. Ensures that employees’ absences and time off (PTO) are properly requested, approved, and reflected in the timekeeping and scheduling systems.
• Provides immediate notification of vacant position data to CNO/ DON and Human Resources. Assists in monitoring and updating the position control for Nursing.
• Communicates to employees their schedule, schedule changes, scheduled training times, and approval or denial of requests for time off.
• Verifies employees’ daily time is coded correctly in the timekeeping system including missed punches and the time worked is designated to the proper departments; makes adjustments as needed.
• Manages the attendance tracking for Nursing staff.
• Receives and organizes reports from all units to gather all reportable data such as daily FTE and distribute to appropriate staff.
• Provides administrative support, as needed. Assists with ordering of supplies and delivery to units as needed.
• Works with HR and payroll teams to resolve paycheck issues, as needed.

EDUCATION/EXPERIENCE/SKILL REQUIREMENTS:

• High School diploma or equivalent required. Associate’s Degree in Office Management, Business, Health Care Administration or related field preferred.
• One year of staff scheduling experience required, medical staff scheduling preferred.
• Experience with automated scheduling platforms required.
• Microsoft Word and Excel software knowledge and experience required.
• Must have good communication skills and be able to interact effectively with all members of hospital departments.

LICENSES/DESIGNATIONS/CERTIFICATIONS:

• CPR and de-escalation and restraint certification required (training available upon hire and offered by facility).
• First aid may be required based on state or facility.

WORK LOCATION:

This position is onsite at the facility and is not a remote position.

SUPERVISORY REQUIREMENTS:

This position is an Individual Contributor.

Why Highland Hospital:

Highland Hospital offers a comprehensive benefit plan and a competitive salary commensurate with experience and qualifications. Highland Hospital is an EOE.

Summit BHC is dedicated to serving Veterans with specialized programming at our treatment centers across the country. We recognize and value the unique strengths of the military community in supporting our mission to serve those who have served.