Staffing Coordinator - Central Staffing Office

Baystate Health; Holyoke (MA); On-site; USD 33,000 - 43,000; Full time

Benefits offered by this job

Health insurance

PTO up to 25 days in first year

Continuing education support

403b retirement plan

Job summary

Baystate Health in Holyoke, MA is seeking a Staffing Coordinator for the Central Staffing Office to ensure optimal staffing across hospitals. You will bridge nursing leadership and clinical staff, maintaining balanced schedules, monitoring shortages, and supporting a positive work environment while upholding labor rules and internal policies.

The role emphasizes logistics and people-centered skills, requiring strong communication, organization, and problem-solving abilities to allocate resources

Qualifications

• High School Diploma or GED is required.
• Degree in business, healthcare administration, or related field preferred.
• Proficiency with workforce management software, EHR systems and MS Office.
• Excellent interpersonal, communication, and customer service skills.
• Ability to manage multiple priorities under time constraints.
• Familiarity with labor agreements and union regulations.
• Knowledge of healthcare accreditation standards (e.g., Joint Commission).

Responsibilities

• Prepare and update daily staffing summaries for nursing units.
• Allocate resources using staffing software or manual methods across units/facilities.
• Adjust assignments based on patient volume, staff availability and absences.
• Comply with policies, union guidelines and regulatory requirements.
• Track attendance, overtime and agency usage; prepare staffing reports.
• Coordinate coverage for last-minute callouts and emergencies.
• Communicate shift openings, overtime opportunities, and scheduling changes.

Skills

Interpersonal skills

Communication

Customer service

Attention to detail

Organization

Problem-solving

Adaptability

Discretion

Labor agreements familiarity

Education

High School Diploma or GED

Healthcare administration/Business degree preferred

Tools

Workforce management software

Electronic Health Record systems

Microsoft Office Suite

Job description

Baystate Health, the largest healthcare organization in western Massachusetts is looking for a Staffing Coordinator to support the Central Staffing Office in Holyoke, MA.

RESPONSIBILITIES: The Staffing Coordinator, Central Staffing Office plays a vital role in ensuring that entities and units across Baystate Health are adequately staffed to deliver safe, quality patient care. Reporting to the Director Central Staffing Office, this position serves as a bridge between nursing leadership, and the clinical staff, maintaining balanced schedules, addressing staffing shortages, and supporting a positive work environment, ensuring that patient care needs are met efficiently, while maintaining compliance with labor regulations, union contracts, and internal policies.

The coordinator’s role is both logistical and people-centered, requiring strong communication, organizational, and problem-solving skills.

• Prepare, maintain, and update daily staffing summaries for nursing units across all hospitals.
• Utilize staffing software and/or manual methods to allocate resources efficiently across units and facilities.
• Proactively adjust assignments based on patient volume, staff availability, and unexpected absences, using competency validations.
• Comply with all established policies, union guidelines, and regulatory requirements.
• Gather information on patient acuity, census data, and specialized care needs to determine optimal staff assignments.
• Prioritize deployment of clinical staff based on skills, credentials, and competencies.
• Serve as a central point of contact for all staffing inquiries, changes, and requests system-wide.
• Communicate shift openings, overtime opportunities, and last-minute scheduling adjustments to nurses and support staff.
• Collaborate with nurse managers and leaders to anticipate and resolve potential staffing gaps.
• Track attendance, monitor overtime and agency usage, and prepare staffing reports for leadership review.
• Maintain up-to-date records on staff availability, certifications, licensure, and compliance with mandatory training.
• Continuously evaluate staffing models and recommend improvements to enhance patient safety, satisfaction, and operational efficiency.
• Participate in workforce planning initiatives and contribute to staffing-related policy development.
• Address scheduling conflicts, last-minute call-outs, and coverage gaps using creative problem-solving and negotiation skills.
• Maintain meticulous records of schedules, time-off requests, sick calls, and shift swaps; prepare regular reports and audits for management.
• Coordinate rapid deployment of staffing resources during emergencies, such as patient surges, inclement weather, or public health crises.
• Mobilize float pools, per diem staff, or agency personnel to maintain adequate coverage.
• Orient and assist staffing coordinators and timekeepers in other areas as needed.
• Report to work as scheduled and avoid work-related injuries through proper practices.
• Adhere to dress code and maintain identification; uphold confidentiality and act as an employee advocate.
• Review and update daily staff schedules.
• Cross-train to provide coverage for System Scheduler functions as needed.
• Coordinate coverage for last-minute callouts.
• Monitor staffing plans to ensure compliance with patient safety standards and regulatory requirements.
• Communicate staffing needs and reassignments to nursing supervisors and leadership team leads.
• Track overtime usage and ensure proper approvals are documented.
• Facilitate shift swaps and last-minute coverage requests, verifying policy and contractual compliance.
• Prepare and distribute reports on staffing, attendance, and scheduling trends to senior leadership.

SCHEDULE:

• Per-diem
• 2nd Shift- 2pm-10pm
• Weekend & holiday rotation

LOCATION :

• 361 Whitney Ave.
• Holyoke, MA

QUALIFICATIONS:

• High School Diploma or GED, required
• Degree in business, healthcare administration, or related field, preferred
• Proficiency in workforce management software, electronic health record systems, and Microsoft Office Suite
• Excellent interpersonal, communication, and customer service skills
• Strong attention to detail, organizational abilities, and the capacity to manage multiple priorities under time constraints
• Ability to maintain confidentiality and handle sensitive staffing matters with discretion
• Problem-solving skills and adaptability to rapidly changing circumstances
• Familiarity with relevant labor agreements, union regulations, and healthcare accreditation standards (e.g., The Joint Commission).

THE ADVANTAGES OF WORKING WITH BAYSTATE!

• Excellent Compensation High-quality, low-cost medical, dental and vision insurance
• Generous PTO – up to 25 days in the first year, with scheduled earned increases
• Continuing education support and reimbursement
• First Time Home Buyers Financial Packages
• Farm Share Memberships
• 403b retirement company match & annual company contribution increase based on years of service
• Free money coach advice from a certified professional
• Wellbeing programs that include but are not limited to mental, physical, and financial health
• Pet, home, auto and personal insurance
• Life insurance
• Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!
• Wellbeing programs that include but are not limited to mental, physical, and financial health.

Education:

High School Diploma (Required)

Certifications:

Compensation

Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate’s relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum

$23.46 - $26.97 - $31.91

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.