Scheduling Coordinator

3 weeks ago

Vineland, United States Elwyn Full time
Job Description

POSITION SUMMARY: The Time and Scheduling Coordinator is responsible for daily timekeeping functions and schedule generation/maintenance for assigned programs through proficient use of scheduling software and other applications. This position oversees all aspects of scheduling, staffing and timekeeping.

DUTIES AND RESPONSIBILITIES:

  • Complete all actions related to scheduling and timekeeping application including but not limited to filling open shifts, auditing time and attendance records, receiving and processing call-outs from staff, editing electronic time cards, and completing payroll correction forms as needed
  • Create and maintain daily staff schedules which includes: ensuring that the program is fully staffed for the work day/week, backfilling unplanned vacant shifts for that day and seeking staffing coverage for future planned absences
  • Comply with current overtime rules and scheduling processes in accordance with Elwyn policies and current collective bargaining agreements
  • Implement and maintain a system of proactive scheduling for program coverage
  • Using overtime control measures as designed by leadership within the guidelines of the electronic scheduling system, keep overtime levels within acceptable limits, finding ways to lower levels whenever possible
  • Review daily time and attendance report on each employee in designated departments to ensure that employees are correctly maintaining their time records
  • Compare time scheduling systems to location logs for consistency making adjustments to employees' time as needed only when required per regulations and Elwyn policies
  • Work closely with department managers to ensure accuracy of overtime and department transfers/allocations by reviewing and reporting inconsistencies for leaders' review and approval as needed
  • Review time discrepancies and determine if adjustments are needed; work with Payroll staff to identify any configuration changes that may be needed within the timekeeping system
  • Work with programs on schedule template development and defining baseline staffing needs
  • Work closely with Payroll Department throughout pay period on audits and reconciliations to assist with adjustments as needed
  • Meet closing deadline of time and attendance applications for the processing of payroll by reviewing all assigned timecards ensuring all missed time punches are entered and all allocations are correct prior to the deadline
  • Work closely with program managers on the consistent and timely application of the time and attendance policy by providing timely data on a routine basis and as requested
  • Run standardized reports at the program level including but not limited to overtime reports, missed punch reports and total hours reports
  • Train new employees to use the time and attendance processes related to "swiping in," call-outs, planned absences, missed punches, overtime processes etc.
  • As the point of contact for payroll corrections and 2nd payroll sheets, ensure all materials needed to validate the requests are attached and approvals are complete before submission to payroll department
  • Maintain records of time audits and verification of other time and scheduling approvals as needed
  • Provide recommendations to leaders for new and updated policies and/or procedures related to time and attendance and staff scheduling
  • Perform additional duties as assigned

EDUCATION/EXPERIENCE/SKILLS REQUIREMENTS:

  • High School Education or equivalent; some college coursework in business administration preferred
  • Two years' work experience with day to day scheduling and timekeeping operations in electronic systems
  • Familiarity of Fair Labor Standards Act (FLSA) and local, state and federal regulations
  • Understanding of general residential programming business/functional needs as pertained to time entry, scheduling and labor reporting preferred
  • Familiarity with unions and collective bargaining agreements as it pertains to work hours and scheduling processes preferred
  • Demonstrated ability to work effectively as part of a team
  • Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills
  • Ability to work under minimal supervision
  • Demonstrated ability to consistently meet work deadlines
  • Excellent organization skills and ability to prioritize in a fast paced environment
  • Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, and Outlook and experience with electronic scheduling systems

Elwyn reserves the right to revise or change job duties and responsibilities as needed. This job description is not meant to be an all-inclusive statement of duties and responsibilities of the job nor does it constitute a written or implied contract.

Elwyn is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation and identity, gender identity, national origin, citizenship status, genetic information, disability status, military or veteran status, marital or family status, political activities or affiliations, or any other characteristic protected by local, state, and federal law.

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