Staffing Coordinator - Acute

Highland; Charleston, Northern (WV, KY); Hybrid; USD 42,000 - 65,000; Full time

Job summary

Highland Hospital in Charleston, WV is seeking a Staffing Coordinator to organize and maintain nursing staff schedules across units. The role ensures safe patient care, communicates changes, and coordinates overtime, training, and time-off requests.

You will partner with DON/CNO and HR to align staffing with census and acuity while minimizing overtime. Requires a high school diploma, scheduling experience, and proficiency with scheduling platforms and Microsoft Office.

Qualifications

• 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 knowledge and experience required.
• Must have good communication skills and interact effectively with all hospital departments.

Responsibilities

• Creates, maintains, and communicates master staffing schedules for nursing staff and units.
• Monitors census and staffing, prepares daily and monthly staffing sheets, and updates schedules.
• Schedules core shifts, overtime, training, and special programs; coordinates with HR and DON/CNO.
• Facilities replacement staffing and manages time off requests, PTO, and attendance tracking.
• Prepares reports on staffing data and presents findings to HR and leadership.
• Acts as liaison with departments to ensure adequate coverage and minimize overtime.

Skills

Staff scheduling

Communication skills

Time management

Attention to detail

Microsoft Word

Microsoft Excel

Education

High School diploma or equivalent

Associate’s Degree in Office Management/Business/Health Care Administration or related field

Tools

Scheduling software

Microsoft Word

Microsoft Excel

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. Qualified candidates should apply by submitting a resume. Highland Hospital is an EOE.