Staffing Coordinator - Central Staffing Office

1100 Baystate Administrative Svc.; Holyoke (MA); On-site; USD 67,304,000 - 91,435,000; Full time

Benefits offered by this job

Excellent compensation

Low-cost health insurance

PTO – up to 25 days

Continuing education support

401k/403b retirement plan

Wellbeing programs

Job summary

Baystate Health in Holyoke, MA is seeking a Staffing Coordinator to support the Central Staffing Office. The role acts as a bridge between nursing leadership and clinical staff, managing schedules, shortages, and staff deployment while ensuring compliance and high-quality patient care.

The position requires high school diploma or GED, with healthcare administration or related degree preferred; proficiency in staffing software and EHRs, and strong communication and organizational skills are

Qualifications

• High school diploma or GED required.
• Degree in business, healthcare administration, or related field preferred.
• Proficiency in workforce management software and EHR systems.
• Excellent interpersonal, communication, and customer service skills.
• Ability to manage multiple priorities and maintain confidentiality.

Responsibilities

• Prepare, maintain, and update daily staffing summaries.
• Allocate resources across units and facilities using staffing software.
• Address scheduling conflicts and last-minute changes with nurses and staff.
• Monitor overtime, agency usage, and staffing reports for leadership.
• Ensure compliance with policies, labor regulations, and union contracts.

Skills

Interpersonal skills

Communication skills

Customer service

Attention to detail

Organizational skills

Multitasking

Confidentiality

Problem solving

Adaptability

Education

High School Diploma or GED

Degree in business, healthcare administration, or related field

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).

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!

EDUCATION

High School Diploma (Required)

CERTIFICATIONS

Compensation

PAY RANGES

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

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.

ABOUT BAYSTATE HEALTH

Baystate Health (BH) is one of New England’s leading and largest integrated health care organizations, serving a population of nearly one million people throughout western New England. With roots dating back to the founding of Springfield City Hospital in 1873, Baystate Health has been providing high-quality and compassionate health care in western Massachusetts for more than 145 years. With more than 12,000 employees, a medical staff of nearly 3,100 physicians, and a net patient service revenue of more than $1.4 billion, the ever-growing health system includes five Massachusetts hospitals and the Baystate Mary Lane Outpatient Center in Ware: Baystate Medical Center in Springfield Baystate Children’s Hospital (located at Baystate Medical Center) Baystate Franklin Medical Center in Greenfield Baystate Wing Hospital in Palmer Baystate Noble Hospital in Westfield.