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Staffing Coordinator

Job Summary

The primary role of the Staffing Coordinator is to manage the schedules of the nursing department staff and collaborate with Payroll to ensure accuracy of staff’s time and benefits.

Delegation of Authority

As Staffing Coordinator, you are delegated the administrative authority, responsibility, and accountability necessary for carrying out your assigned duties

Job Functions

Every effort has been made to identify the essential functions of this position. However, it in no way states or implies that these are the only duties you will be required to perform. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or is an essential function of the position.


Administrative Functions
  •  Develop departmental monthly schedule for all shifts; all nursing units
  • Ensure schedules are balanced and consistent with documented staff PAR levels
  •  Post schedule in timely manner
  • Accommodate staff personal day, vacation, holiday requests, emergency LOA/DIF requests, jury duty summons as per policy and procedure; ensure requests have appropriate approval/sign-off signatures
  • Interface and maintain a professional demeanor with supplemental staffing agencies to ensure compliance with documented staff PAR levels
  •  Provide resident’s family member/significant other with contact information for arranging any requested Private Duty needs
  •  Schedule CNA coverage to accompany residents requiring off-site medical procedures, e.g. surgery and tests
  • Maintain scheduling records and departmental files for all nursing employees
  • Ensure department’s schedules are correctly entered into the timekeeping system; including but not limited to the following
  •  Employee scheduled days on and off
  • All time is collected and recorded accurately – daily punches; benefit time, etc.
  •  Enter LPN/RN in-charges on a daily basis and exports report to Payroll
  • Collaborate with Payroll to ensure accuracy of employee’s time and benefits
  • Obtain DNS approval of bi-weekly time sheets/benefits time allocated and forward to Payroll for processing
  • Process enrollment process: Employment application, assist in orientation ensuring necessary tax forms have been completed and forward same to Human Resources Coordinator 
  •  Ensure enrollments into timekeeping system
  • Reconcile and provide timecards on weekly basis to supplemental agencies
  •  Reconcile upon receipt supplemental personnel billing records/invoices on monthly basis and forward to accounts payable for payment to agencies
  • Maintain Incident/Accident Reports records and departmental files for all nursing employees and communicate same with Human Resources Representative for staffing purposes, etc. absences
  • Collaborate with the ADNS in booking seminars and facilitating meetings
  • Participate in scheduled facility Committee meetings as directed by Supervisor

Personnel Functions

  • Perform all assigned tasks in accordance with established policies and procedures, and as instructed by your Supervisors
  • Follow work assignments, and/or work schedules in completing and performing your assigned tasks
  • Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment

Staff Development

  • Attend and participate in scheduled training and educational classes. Attend and participate in scheduled orientation programs and activities
  • Attend and participate in annual OSHA and CDC in-service training programs for hazard communication, TB management, and bloodborne pathogens standard

Safety and Sanitation

  • Adhere to and implement all facility safety and infection control policies

Resident Rights

  • Maintain residents’ confidentiality; treat residents with kindness, dignity and respect. Know and comply with Resident’s Rights rules.

Working Conditions

  • Works in office areas as well as throughout the facility and its premises
  • Moves intermittently during working hours
  • Subject to frequent interruptions
  • Subject to call back during emergency conditions, etc. severe weather, evacuation, post-disaster
  • May be involved with residents, family members, personnel, visitors, government agencies/personnel, etc., under all conditions/circumstances


  • Must possess, as a minimum, a high school diploma or its equivalent


  • Long Term Care experience desired
  • Possess excellent interpersonal, oral and written communication skills;
  • Performs calmly under pressure; must be able to cope with the mental and emotional stress of the position.
  • Able to multi-task
  • Demonstrated experience in staff coordination preferred
  • Must have computer skills

Specific Requirements

  •  Must possess the ability to make independent decisions when circumstances warrant such action
  • Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public
  •  Must possess the ability and willingness to work harmoniously with other personnel
  • Must have patience, tact, a cheerful disposition and enthusiasm

Physical and Sensory Requirements
(With or Without the Aid of Mechanical Devices)
  • Must be able to move intermittently throughout the workday
  • Must be able to speak and write the English language in an understandable manner
  • Must be able to cope with the mental and emotional stress of the position
  • Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of this position can be fully met
  • Must function independently, have flexibility, personal integrity, and the ability to work effectively with the residents, personnel, and support agencies
  • Must meet the general health requirements set forth by the policies of this facility which include a medical and physical examination
  • Must be able to relate to and work with ill, disabled, elderly, emotionally upset, and, at times, hostile people within the facility
  • May be necessary to assist in the evacuation of residents during emergency situations