Staffing Scheduler

2 weeks ago

Mishawaka, Indiana, United States SISTERS OF THE HOLY CROSS INC Full time
Job Overview

Main Function:

The Staffing Scheduler plays a crucial role in the organization, execution, modification, and upkeep of schedules across various departments, ensuring that all shifts are adequately filled.

Key Responsibilities:

  1. Develops and/or executes staffing schedules for different departments, ensuring compliance with staffing guidelines at all times, in collaboration with department leadership.
  2. Regularly reviews the staffing schedule to identify any unfilled shifts, utilizing software and other systems to ensure all shifts are filled according to established protocols.
  3. Proposes innovative strategies and effective scheduling methodologies to drive continuous improvements in staffing efficiency.
  4. Communicates with management regarding all staffing and scheduling requirements, addressing any shortages identified during schedule assessments. Monitors schedules to prevent overtime without prior management approval.
  5. Acts as a liaison between an employee's supervisor and Human Resources when potential leave or assistance situations arise.
  6. Responds to inquiries and questions related to scheduling needs, ensuring prompt, fair, and courteous resolutions.
  7. Demonstrates flexibility and adaptability to meet the dynamic scheduling demands.
  8. Participates in the on-call rotation for scheduling requirements.
  9. Collaborates with agency staffing as needed, subject to administrative approval.

Additional Duties:

  • Engages with staff through various communication channels to address staffing needs, including call-offs, schedule changes, and vacation requests.
  • Maintains accurate documentation of schedule modifications in the Master Schedule to ensure payroll accuracy.
  • Works alongside management to track holidays, FMLA, and other planned time off.
  • Provides administrative support to the Resident Services department, including monitoring the reception area and handling package deliveries.

Minimum Qualifications:

Education:

A high school diploma or G.E.D. is required; some college education is preferred.

Experience:

At least one year of administrative and scheduling experience is preferred. Strong interpersonal, customer service, time management, and organizational skills are essential.

Responsibilities:

Work may involve making non-routine decisions and recommendations. The individual will have the necessary authority to complete assigned tasks effectively.

Technology Skills:

Proficient in using computers, copiers, telephones, smartphones, and tablets.

Software Proficiency:

Familiarity with Microsoft Office Suite (Outlook, Word, PowerPoint, Excel) is required; prior experience with scheduling software is preferred.

Problem-Solving Skills:

Engages in non-routine, varied assignments, with some decisions made within broad guidelines. Requires the ability to analyze moderately complex data using practical knowledge or techniques acquired through training or experience.

Interpersonal Skills:

This role requires extensive interaction with employees in the Resident Services department. The ability to maintain confidentiality and uphold professional business standards is critical.

Work Environment:

Operates in a pleasant office setting.

Equipment Utilization:

Regularly uses office equipment such as computers and copiers.

Health and Safety Considerations:

Standard precautions should be taken while performing work activities. Occasional muscle fatigue, eyestrain, back discomfort, and headaches may occur after prolonged activity. The position may involve lifting up to 10 to 15 pounds.

Planning and Organization:

Primarily focuses on short-term planning (1-3 months), considering priorities, emergency situations, and the cyclical nature of workflow to establish deadlines for task completion.

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