Staffing Coordinator, Administrative​/Clerical

SUMMARY

The Staffing Coordinator is responsible for managing staff scheduling, assignments, and workforce planning to ensure the organization maintains appropriate coverage and service levels. This role oversees scheduling operations, monitors staffing efficiency, and supervises scheduling staff or administrative support to ensure compliance with organizational policies and regulatory requirements.

Staffing & Scheduling

• Develop, maintain, and adjust staff schedules to ensure adequate coverage across all shifts and departments.
• Coordinate replacement coverage for callouts, vacations, and leaves of absence.
• Participate in the on-call rotation for after-hours scheduling and emergencies.
• Monitor daily staffing levels and proactively address shortages or surpluses.

Administration & Compliance

• Maintain accurate records of schedules, time off requests, and staffing changes.
• Prepare and analyze staffing reports for management review.
• Coordinate with internal management to support recruitment, onboarding, and staff placement processes.

Communication & Collaboration

• Serve as the primary point of contact for staff regarding scheduling issues.
• Communicate schedule changes and updates in a timely and professional manner.
• Partner with department heads to forecast staffing needs and adjust schedules accordingly.
• Resolve staff conflicts related to scheduling and escalating issues when necessary.

This position supervises and provides direction to assigned support staff; trains and mentors on scheduling systems, procedures, and best practices.

• High school diploma or equivalent required; associate’s or bachelor’s degree preferred.
• 1–2 years of experience in scheduling, staffing, or coordination, preferably in home care or healthcare.
• Proficiency with scheduling software and Microsoft Office Suite.
• Strong organizational skills with the ability to manage multiple priorities and maintain accuracy.
• Excellent communication, interpersonal, and customer service skills.
• Knowledge of labor laws, compliance standards, and state home care staffing regulations.
• Experience with home care management systems (e.g., Brightree, Soneto Matrix) preferred.
• Demonstrated leadership, decision-making, and problem-solving abilities.
• Ability to remain calm under pressure and adapt to changing needs.
• Bilingual abilities a plus.

Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the public. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of the organization.

Ability to work with mathematical concepts and to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations.