Staff Coordinator

Staff Coordinator at The Forest at Duke

Position: Staff Coordinator

Department: Health Services

Supervisor: Home Care Administrative Manager

Date: December 2025

Ensure appropriate staffing levels for The Forest at Home case load.

• High School or equivalent degree required; some college preferred.
• Two years of medical staffing or experience working in a busy home care setting preferred.
• Must have patience, tact, enthusiasm, and positive attitude toward older adults.
• Must be a positive motivator, out of box thinker, creative, team player, strong negotiator, and fiscally responsible.
• On‑Call rotation responsibilities required:
  Monday through Friday from 5 pm – 8 am and Saturday through Sunday on‑call 24 hours each day.
• Excellent people skills including strong customer service and communication skills with the ability to create a sense of urgency.
• Knowledge of medical terminology.
• Proficiency in computer applications such as word processing, spreadsheets, databases, and staffing/scheduling applications.
• Proficiency with basic office equipment and ability to maintain orderly and accurate records.
• Knowledge of or ability to learn the staffing and scheduling system used by The Forest at Home – Axis Care.
• Ability to work within The Forest at Home Departmental policies and procedures and apply relevant laws and regulations.
• Maintain confidentiality of personnel records and patient information, applying HIPAA regulations and departmental policies.
• Work efficiently as a team member and establish cooperative working relationships with medical, professional, administrative, and support personnel.

• Share responsibility for The Forest at Home Team and develop communicative relationships while managing scheduling and effective fiscal management.
• Perform support work related to employee relations initiatives and payroll processing.
• Assist with new employee recruitment and screening.
• Create new hire documents and ensure employee receipt of required documents.
• Sponsor scheduling of multiple shifts and coordinate with managers for client needs.
• Monitor teammate and client preferences to enhance staff/client care.
• Prepare reports and related documents for staffing, including answering calls, filing records, processing forms, distributing mail, requisitioning supplies, and scheduling.
• Review case load and acuity information and adjust staffing to meet daily coverage requirements.
• Assist with disaster/emergency preparedness planning and record retention.
• Develop computerized schedules based on staffing patterns and preferences, minimizing agency fees and overtime.
• Consult with Agency Director and managers regarding nurse staffing and scheduling needs.
• Conduct daily staffing and scheduling functions to meet client needs safely and according to policies.
• Process status change and vacation/sick/discretionary day request forms for payroll adjustments.
• Interpret personnel and payroll policies for management and employees.
• Orient staff to time‑keeping policies and procedures.
• Check and correct timesheets and process biweekly payroll accurately.
• Serve as liaison with Finance Department for payroll/time‑keeping queries.
• Track and verify nursing certifications and competencies, notifying managers of renewal dates.
• Provide labor utilization and payroll data reports.

• Maintain resident confidentiality and privacy.
• Treat residents with kindness, dignity, and respect.
• Ensure all personnel comply with Resident’s Rights rules.
• Monitor services to ensure residents’ rights and needs are met.
• Report and maintain records of resident complaints and grievances.

Ability to read and write in English; communication with residents, families, and personnel; remain calm under stress. Must lift 50 lbs and meet minimal requirements for walking, reaching, bending, lifting, grasping, pushing, pulling, fine hand coordination, sensory discrimination, and hearing. Must respond to pages.

All other duties as assigned. I understand this job description is not exclusive; duties may be altered by management. This description does not constitute an employment agreement.

Entry level

Part‑time

Other

Health, Wellness & Fitness