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Staffing Coordinator

2 months ago

Melbourne, Florida, United States Avante at Melbourne, Inc. Full time
Job Overview

POSITION TITLE:
Workforce Coordinator

REPORTS TO:
Human Resources Manager

DEPARTMENT:
Administration

Objective:


The primary aim of this role is to guarantee sufficient and suitable staffing within the nursing department to fulfill the requirements of residents, taking into account budgetary constraints and census data, as directed by the facility's administration.

This position is also responsible for the efficient provision of supplies and equipment, adhering to all relevant federal, state, and local standards, guidelines, and regulations, ensuring that the highest quality of resident care is consistently maintained.


Required Qualifications:

  • Proficient in reading, writing, speaking, and comprehending the English language.
  • Ability to make independent decisions when necessary.
  • Skilled in tactfully interacting with personnel, residents, families, visitors, and government representatives.
  • Experience in staffing and scheduling.
  • A minimum of one year of healthcare scheduling experience is preferred.
  • Previous payroll processing experience is preferred.
  • Knowledgeable in supply management practices and procedures.
  • Ability to minimize waste and misuse of supplies and equipment.
  • Willingness to explore and implement new methods and principles into existing practices.
  • Capable of following both written and verbal instructions.
  • Proficient in computer usage, data entry, retrieval, and output.
  • Ability to communicate information regarding resident conditions.
  • Familiarity with software such as Outlook, Excel, Word, and scheduling/timekeeping applications.

Key Responsibilities:
Duties include but are not limited to the following:

Administrative Responsibilities

Staffing Functions

  • Develop and maintain the monthly nursing schedule to ensure adequate unit coverage.
  • Secure coverage for shifts that are vacant due to absences, ensuring daily staffing requirements are met.
  • Complete daily nursing staffing records and calculate nursing hours to align with staffing requirements.
  • Collaborate with the Human Resource Manager and Director of Nursing to schedule modified duty employees in accordance with their work restrictions.
  • Keep an updated log of employee requests for special scheduling considerations.
  • Ensure accuracy in the state staffing reporting log.
  • Assist employees in completing necessary forms related to scheduling and staffing.
  • Record call-offs, cancellations, and other staffing codes in the scheduling system.
  • Monitor overtime usage and notify management when overtime is necessary.
  • Perform various staffing-related duties and assist nursing supervisory staff as needed.
  • Respond to employee inquiries regarding staffing and scheduling matters.
  • Meet regularly with the Facility HR Manager to review staffing needs and changes.
  • Coordinate with HR to ensure new nursing staff have schedules prior to their orientation.
  • Generate monthly absence summaries and report any issues to HR management.
  • Foster a collaborative working relationship with personnel across departments.
  • Maintain an updated contact list of staff for scheduling purposes.
  • Undertake additional staffing or administrative tasks as assigned by management.

Payroll Responsibilities

  • Reconcile employee timecards for discrepancies.
  • Input missed punches into the timekeeping system and ensure documentation is complete.
  • Adjust hours in the timekeeping system for employees working across multiple departments.
  • Process online bonus forms and submit necessary documentation to payroll.
  • Request and submit forms for manual check requests with supporting documentation.
  • Collect and forward facility salary timesheets to payroll.
  • Record special pay types such as jury duty and bereavement in the timekeeping system.
  • Calculate and submit meal deduction summaries as required.
  • Generate and review scheduling and timekeeping reports regularly.

Personnel Functions & Staff Development

  • Collaborate with HR to facilitate a comprehensive orientation program for new hires.
  • Assist in maintaining records for in-service education and orientation for new staff.
  • Document attendance and tardiness for employee performance evaluations.
  • Verify licenses and certifications for new hires prior to orientation.
  • Maintain confidentiality of all employee information.
  • Create a welcoming and positive environment within the department.
  • Report any suspected incidents of fraud to management.
  • Support the orientation program for all staff in line with company policies.

Working Environment:

  • Work occurs in both office settings and throughout the facility.
  • Intermittent movement during working hours with frequent interruptions.
  • May require working beyond standard hours, including weekends and holidays.
  • Subject to emergency call-backs as needed.
  • May assist in resident evacuations during emergencies.
  • Interaction with residents and visitors under various conditions.

Physical Requirements:

While performing the duties of this position, the employee may be required to stand, walk, sit, use hands for various tasks, reach, climb stairs, and communicate effectively. The employee must occasionally lift up to 25 pounds. Specific vision abilities required include close vision, distance vision, and the ability to adjust focus.


Education and Experience:

  • A minimum of a high school diploma or equivalent is required; an Associate's Degree is preferred.
  • Prior experience in a healthcare environment is required.

This job description is intended to provide a general overview of the position and is not an exhaustive list of all responsibilities. The duties may be adjusted by management as necessary.


Avanté is committed to providing equal employment opportunities to all individuals, regardless of race, color, religion, sex, national origin, age, disability, or any other category protected by law.

Avanté strictly prohibits any form of workplace harassment and maintains a commitment to a safe and respectful work environment.