Staffing Coordinator

Job Description

Job Description

Position Description : Position Title : Staffing CoordinatorDepartment :

Healthcare CenterFLSA : Hourly; Non- ExemptSupervisor : Senior Director of Health ServicesSupervises : N / AJob Status :

Full-Time

Job Location :

In- Person / OnsiteWelcome to Legacy Pointe at UCF!

Legacy Pointe at UCF is a premier continuing care retirement community in the heart of Oviedo, Florida. Our state-of-the-art community is uniquely affiliated with the University of Central Florida, offering residents access to lifelong learning, innovative programs, and an exceptional quality of life.

At Legacy Pointe, we embrace the Pinnacles of Hospitality, Service, and Accountability. These values guide our commitment to creating warm welcomes, delivering outstanding care, and taking pride in our responsibilities.

We are currently seeking passionate and skilled professionals to join our team and contribute to the vibrant culture that makes Legacy Pointe so special. If you are ready to make a difference and be part of an innovative and caring community, we would love to meet you!

To learn more about Legacy Pointe, visit our website : www.legacypointeatucf.com, where you can explore Lifecare, Living Options, and our commitment to Lifelong Learning.

Position Summary : The Staffing Coordinator is responsible for developing, maintaining, and monitoring staff schedules to ensure adequate coverage across all healthcare departments, including Assisted Living, Memory Care, and Skilled Nursing. This position tracks attendance, manages call-offs and tardiness, oversees agency staffing utilization, and provides timely reports to leadership regarding productive and non-productive hours. The role works closely with the Director of Nursing (DON), Assistant Director of Nursing (ADON), Assisted Living Nurse Manager, and Senior Director of Health Services to ensure staffing policies are applied consistently, while maintaining fair, efficient, and well-documented scheduling practices. Duties and responsibilities will be completed while demonstrating behaviors that align with our communitys service excellence philosophy and core values.Essential Duties and Responsibilities : Create, post, and maintain monthly staff schedules across Assisted Living, Memory Care, and Skilled Nursing in collaboration with the ALF Nurse Manager, DON, ADON, and Senior Director of Health Services.

Review and approve schedule changes, swaps, and requests as delegated by nursing leadership.

Adjust schedules for employees transitioning from orientation to floor training, ensuring proper mentorship and coverage.

Maintain daily staffing rosters to ensure compliance with resident care needs and regulatory staffing requirements.

Identify and resolve staffing shortages in real time, utilizing on-call staff, PRN, or agency personnel as needed.

Track and document staff call-offs, tardies, no-shows, and early departures.

Ensure attendance policies are applied fairly, consistently, and promptly.

Communicate with staff regarding attendance concerns and escalate repeat violations to HR and nursing leadership.

Ensure accurate documentation of disciplinary actions related to attendance or staffing.

Assist with the recruitment and hiring of CNAs, including scheduling interviews and supporting the selection process.

Serve as the primary contact for new hires completing orientation, coordinating department assignments, and training schedules.

Ensure new employees are scheduled adequately with preceptors and mentors on the floor to facilitate successful onboarding.

Provide feedback to nursing leadership on scheduling adjustments needed to support orientation and training completion.

Monitor and track agency utilization, including hours worked, cost, and placement by department.

Ensure agency staff schedules are approved by leadership and properly integrated into daily rosters.

Maintain agency records for compliance with contracts and regulatory requirements.

Track employee timesheets and reconcile hours worked with the schedule for accuracy.

Maintain accurate staffing records for Payroll-Based Journal (PBJ) reporting, ensuring compliance with CMS guidelines.

Collaborate with HR to ensure timely resolution of payroll discrepancies.

Provide daily, weekly, and monthly reports on staffing levels, vacancies, overtime, agency use, and attendance trends to the DON, ADON, ALF Nurse Manager, and Senior Director of Health Services.

Communicate proactively with department leaders about staffing gaps, schedule changes, and anticipated needs.

Attend stand-up, leadership, and scheduling meetings to provide updates and ensure alignment between nursing, HR, and administration.

Maintain organized records of staffing, attendance, and payroll for audit and survey readiness.

Ensure all staffing documentation is maintained and readily available for AHCA, CMS, and other regulatory surveys.

Support survey preparation by providing accurate reports, schedules, and attendance documentation as requested by leadership.

Demonstrate knowledge of staffing requirements for each level of care (ALF, SNF, MC) and adjust coverage accordingly to remain compliant.

Serve as a liaison between nursing staff and management to resolve scheduling or staffing concerns.

Respond promptly to staffing emergencies, call-offs, or coverage issues, including evenings, weekends, and holidays as needed.

Supervisory Responsibilities :

N / AQualifications : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Educational Requirements and Experience : High school diploma or equivalent required.Associates degree in Healthcare Administration, Business, or related field preferred.

Minimum two (2) years of scheduling, staffing, or healthcare administrative experience required.

Experience in long-term care, skilled nursing, or assisted living environment strongly preferred.

Proficiency in staffing software, timekeeping systems, and Microsoft Office Suite.Knowledge, Skills, and Abilities : Language Ability : Ability to communicate effectively in writing and verbally with nursing leadership, staff, HR, residents, and external partners.

Skilled in writing clear schedules, attendance reports, and correspondence for management review.

Ability to read and interpret healthcare regulations, staffing guidelines, and procedural manuals.

Comfortable speaking effectively before small or large groups, including staff meetings, trainings, and leadership updates.Mathematical Skills : Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent, and to draw and interpret graphs.Cognitive Demands : 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.Computer Skills : Proficiency in Microsoft Office (Word, Excel, Outlook, Teams) for reporting, scheduling, and communication.

Experience with staffing, scheduling, and payroll / timekeeping systems or ability to learn quickly.

Ability to design, update, and manage staff calendars, rosters, and training schedules.

Skilled at navigating online agency portals and compliance platforms for staffing documentation.Competencies : Must demonstrate a warm, positive, and outgoing personality and behavior

Must demonstrate an interest in working with a senior population

Demonstrates a genuine interest in serving a senior living population and supporting staff who provide direct care.

Strong organizational skills with the ability to manage multiple tasks, deadlines, and priorities simultaneously.

Takes initiative, exercises sound judgment, and works independently with minimal supervision.

Strong teamwork and collaboration skills, effectively partnering with the ALF Nurse Manager, DON, ADON, HR, and the Senior Director of Health Services.

Ability to complete tasks correctly, on time, and with minimal error.

Willingness to work flexible hours, including weekends, evenings, or holidays, to ensure adequate coverage.Environmental Adaptability : Works primarily indoors in a climate-controlled office setting.

Regular interaction with nursing staff, managers, and HR.

Possible exposure to resident care areas, including occasional contact with residents who may be ill, confused, or irritable.

Exposure to confidential employee and agency records.