What are the responsibilities and job description for the Scheduler / Staffing Coordinator position at Career Strategies?
**Job Summary:**
The Scheduler is responsible for creating and managing the daily and weekly schedules for nursing staff and other employees in the skilled nursing facility. This includes ensuring adequate coverage for all shifts, managing time-off requests, and coordinating with department heads to meet the staffing needs of the facility while maintaining compliance with state and federal regulations.
**Key Responsibilities:**
1. **Staff Scheduling:**
- Create and maintain daily, weekly, and monthly schedules for nursing staff, including RNs, LPNs, CNAs, and other direct care staff.
- Ensure adequate staffing levels for all shifts, including weekends and holidays, in accordance with state and federal staffing requirements.
- Coordinate with department heads to address any changes in staffing needs due to resident acuity, census changes, or other factors.
2. **Time-Off Management:**
- Review and process time-off requests, ensuring adequate coverage is maintained during staff absences.
- Manage shift swaps, trades, and other schedule adjustments, ensuring all changes are documented and communicated to affected staff.
3. **Shift Coverage:**
- Monitor daily staffing levels and take immediate action to fill open shifts due to call-offs, no-shows, or other unexpected absences.
- Maintain a list of on-call and PRN (as needed) staff to cover shifts as necessary.
- Utilize agency staff or temporary workers when needed, ensuring proper orientation and documentation.
4. **Communication and Coordination:**
- Communicate schedule changes, updates, and shift assignments to staff in a timely manner.
- Work closely with the Director of Nursing and other department managers to ensure that staffing levels meet the needs of the residents.
- Provide regular updates on staffing levels and any issues that arise to the facility’s leadership team.
5. **Documentation and Compliance:**
- Maintain accurate and up-to-date records of staff schedules, time-off requests, and shift changes.
- Ensure that staffing schedules comply with all state and federal regulations, including minimum staffing requirements and overtime rules.
- Prepare and submit reports on staffing patterns, overtime usage, and other related metrics to management as needed.
6. **Staff Support:**
- Serve as a point of contact for staff regarding scheduling issues, concerns, or questions.
- Provide support and assistance to staff in finding replacements for shifts they are unable to work.
- Promote a positive work environment by being responsive to staff needs and maintaining open lines of communication.
7. **Emergency Preparedness:**
- Assist in the development and implementation of emergency staffing plans in the event of a disaster, pandemic, or other unforeseen circumstances.
- Ensure that staffing plans are flexible and can be adjusted quickly to meet the needs of the facility during emergencies.
8. **Continuous Improvement:**
- Identify opportunities to improve the scheduling process to enhance efficiency, reduce overtime, and improve staff satisfaction.
- Stay informed about best practices in healthcare staffing and scheduling and implement changes as appropriate.
**Qualifications:**
- **Education:** High school diploma or equivalent is required. An associate degree or higher in healthcare administration, business, or a related field is preferred.
- **Experience:** A minimum of 1-2 years of experience in scheduling, preferably in a healthcare setting. Experience in a skilled nursing facility is highly desirable.
- **Skills:**
- Strong organizational and time-management skills.
- Excellent communication and interpersonal skills.
- Ability to work effectively under pressure and handle multiple tasks simultaneously.
- Proficiency with scheduling software and Microsoft Office Suite.
- Attention to detail and accuracy.
Equal Opportunity Employer
The Scheduler is responsible for creating and managing the daily and weekly schedules for nursing staff and other employees in the skilled nursing facility. This includes ensuring adequate coverage for all shifts, managing time-off requests, and coordinating with department heads to meet the staffing needs of the facility while maintaining compliance with state and federal regulations.
**Key Responsibilities:**
1. **Staff Scheduling:**
- Create and maintain daily, weekly, and monthly schedules for nursing staff, including RNs, LPNs, CNAs, and other direct care staff.
- Ensure adequate staffing levels for all shifts, including weekends and holidays, in accordance with state and federal staffing requirements.
- Coordinate with department heads to address any changes in staffing needs due to resident acuity, census changes, or other factors.
2. **Time-Off Management:**
- Review and process time-off requests, ensuring adequate coverage is maintained during staff absences.
- Manage shift swaps, trades, and other schedule adjustments, ensuring all changes are documented and communicated to affected staff.
3. **Shift Coverage:**
- Monitor daily staffing levels and take immediate action to fill open shifts due to call-offs, no-shows, or other unexpected absences.
- Maintain a list of on-call and PRN (as needed) staff to cover shifts as necessary.
- Utilize agency staff or temporary workers when needed, ensuring proper orientation and documentation.
4. **Communication and Coordination:**
- Communicate schedule changes, updates, and shift assignments to staff in a timely manner.
- Work closely with the Director of Nursing and other department managers to ensure that staffing levels meet the needs of the residents.
- Provide regular updates on staffing levels and any issues that arise to the facility’s leadership team.
5. **Documentation and Compliance:**
- Maintain accurate and up-to-date records of staff schedules, time-off requests, and shift changes.
- Ensure that staffing schedules comply with all state and federal regulations, including minimum staffing requirements and overtime rules.
- Prepare and submit reports on staffing patterns, overtime usage, and other related metrics to management as needed.
6. **Staff Support:**
- Serve as a point of contact for staff regarding scheduling issues, concerns, or questions.
- Provide support and assistance to staff in finding replacements for shifts they are unable to work.
- Promote a positive work environment by being responsive to staff needs and maintaining open lines of communication.
7. **Emergency Preparedness:**
- Assist in the development and implementation of emergency staffing plans in the event of a disaster, pandemic, or other unforeseen circumstances.
- Ensure that staffing plans are flexible and can be adjusted quickly to meet the needs of the facility during emergencies.
8. **Continuous Improvement:**
- Identify opportunities to improve the scheduling process to enhance efficiency, reduce overtime, and improve staff satisfaction.
- Stay informed about best practices in healthcare staffing and scheduling and implement changes as appropriate.
**Qualifications:**
- **Education:** High school diploma or equivalent is required. An associate degree or higher in healthcare administration, business, or a related field is preferred.
- **Experience:** A minimum of 1-2 years of experience in scheduling, preferably in a healthcare setting. Experience in a skilled nursing facility is highly desirable.
- **Skills:**
- Strong organizational and time-management skills.
- Excellent communication and interpersonal skills.
- Ability to work effectively under pressure and handle multiple tasks simultaneously.
- Proficiency with scheduling software and Microsoft Office Suite.
- Attention to detail and accuracy.
Equal Opportunity Employer
