Staffing Coordinator / Scheduler

SERV Behavioral Health System, Inc.; Hamilton (NJ); On-site; USD 31,000 - 32,000; Full time

Job summary

SERV Behavioral Health System, Inc. is seeking a Staffing Coordinator in New Jersey to optimize staffing across sites, control payroll costs, and maintain coverage for all shifts. The role requires coordinating absences, overtime, and census-driven staffing changes to sustain safe, quality care.

Responsibilities include publishing schedules, verifying new hires, and ensuring accurate timekeeping. Strong organizational skills and teamwork are essential for success in our fast-paced environment.

Qualifications

• High School diploma; Associate's degree or higher preferred.
• 2 years healthcare scheduling experience preferred.
• Valid drivers’ license with clean driving record.

Responsibilities

• Manage daily work schedules for all shifts with program leadership.
• Create, maintain and publish schedules in scheduling software.
• Communicate shift coverage 24 hours in advance when possible.
• Ensure payroll readiness; finalize time and attendance 24 hours before payroll close.
• Audit timesheets and attendance data for accuracy and compliance.
• Monitor overtime and assign equitable per diem staffing.
• Support audits by providing schedule records as requested.

Skills

Attention to detail

Verbal and written communication

Organizational skills

Team collaboration

Data analysis

Education

High School diploma

Associate's degree or higher preferred

Tools

Time and Attendance software

Scheduling software

MS Office

Job description

SERV, a well-established leader in behavioral healthcare in New Jersey, supports people with mental illness and/or intellectual/developmental disabilities as they achieve greater independence and life satisfaction through a wide range of services.

JOB SUMMARY:

The Staffing Coordinator supports a culture of safety and quality while controlling payroll costs. They keep all program sites fully staffed to support the proper care of individuals served. The Staffing Coordinator manages absences, arranges coverage, controls overtime and ensures payroll costs remain within budget. They adjust staffing levels and schedules based on census fluctuations, absences and staff turnover.

RESPONSIBILITIES:

• Works closely with program leadership to manage the daily work schedules for all shifts;
• Creates, maintains and publishes schedules in the scheduling software; communicates shift coverage 24 hours in advance when possible;
• Verifies new employees’ schedules with program leadership during new hire orientation;
• Cross-references program staffing ratios with contracted staffing ratios; collaborates with program leadership to ensure sites are neither overstaffed nor understaffed;
• Anticipates staffing needs and reassigns staff as appropriate;
• Serves as point of contact for all staff call-outs and emergency PTO requests; manages coverage for unscheduled absences;
• Refers cases of excessive absenteeism to program leadership and Human Resources for corrective action;
• Actively manages staff coverage for scheduled client appointments;
• Develops and administers an equitable system to assign available overtime; monitors approaching overtime and makes adjustments as needed;
• Ensures that “Need for OT” documentation is consistently submitted by program leadership to justify and authorize needed overtime;
• Responds to requests for scheduled paid time off and requests to switch shifts;
• Monitors timesheets for exceptions and missed punches, works with program leadership to finalize time and attendance records and ensures a complete and accurate payroll file at least 24 hours before the close of payroll;
• Audits external camera footage and geofence data to ensure accuracy of timesheets, adequacy of staffing and compliance with attendance/punctuality requirements;
• Oversees assignment and proper utilization of per diem employees; makes recommendations for per diem staffing based on coverage needs;
• Monitors hours worked by per diem staff; makes sure minimum hours requirements are met and maximum hours are not exceeded;
• Assists with compliance enforcement for per diem staff; removes staff from schedule in the event of an expired credential, overdue training or policy noncompliance;
• Supports audits by assembling staff schedule records and time and attendance records requested by auditors or surveyors;
• Other duties as assigned or as necessary to meet organizational or departmental objectives.

QUALIFICATIONS & SKILLS:

• Acute attention to detail with excellent verbal and written communication skills.
• Computer skills including proficiency in Time and Attendance and Scheduling software, and MS Office (Outlook, Word & Excel)
• Excellent organizational and time management skills.
• Outstanding interpersonal skills and a collaborative and flexible style with a strong service mentality
• The ability to earn trust and be perceived as a team player
• Professionalism and high standards of integrity
• Desire to work in a fast paced, mission-driven environment
• Ability to run reports and analyze data in making decisions.

REQUIRED LICENSES OR EXPERIANCE:

• High School diploma; Associate's degree or higher preferred.
• 2 years’ healthcare scheduling experience preferred
• Valid drivers’ license in the state of residence with a clean driving record.

SALARY:

• $22.40 to $23.00 based on education and experience.

EEO STATEMENT:

We are an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, national origin, ancestry, marital status, affectional or sexual orientation, gender identity or expression, disability, veteran status, or any other characteristic protected by law.