Main Responsibilities and Required Skills for Staffing Coordinator
A Staffing Coordinator is a professional who is responsible for ensuring that an organization has the right people in the right positions to meet its business needs. They identify staffing needs, screen and select candidates, conduct interviews, and coordinate new employee orientation. In this blog post we describe the primary responsibilities and the most in-demand hard and soft skills for Staffing Coordinators.
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Main Responsibilities of Staffing Coordinator
The following list describes the typical responsibilities of a Staffing Coordinator:
Abide by
Abide by all policies and work practices.
Address
Address urgent issues with schedules and call-offs.
Advise
Advise job applicants on employment requirements and on terms and conditions of employment.
Advise managers and employees on staffing policies and procedures.
Analyze
Analyze current benefit plans and explore new benefit program options.
Analyze schedule details to optimize long-term staff placements.
Answer
Answer phones and take inquiry calls.
Anticipate
Anticipate supplemental staffing needs and secures additional staff as back up.
Assist in
Assist CNO in departmental orientation for all new hires within the nursing department.
Assist in candidate screening and interviewing.
Assist in maintenance of daily and weekly schedules to maximize departmental efficiency.
Assist in new employee on boarding.
Assist in preparation and execution of orientation and training plans.
Assist in scheduling, administrative, and other duties tasks as needed.
Assist in the Human Resources function including processing of benefit time.
Assist Leadership with data collection (time and attendance, staff usage reports, etc).
Assist when necessary to schedule HHA's / PCA for in-service.
Assist with new employee orientation.
Assist with scheduling of resident appointments if needed.
Assume
Assume responsibility for timekeeping and time off requests.
Attend
Attend face-to-face carrier meetings or tradeshows when required.
Attend local labour management meetings as required.
Attend phones in appropriate manner with proper routing of calls.
Attend Site weekly and monthly workforce management production meetings.
Book
Book on and book off shifts according to required criteria.
Build
Build and maintain a talent pipeline that aligns with the client's needs and output requirement.
Collaborate with
Collaborate with CNO / CEO when need arises.
Collaborate with internal teams and hiring managers to understand goals and urgency.
Collaborate with management team to reach prospective carriers.
Collaborate with payroll to ensure correct employee compensation.
Collaborate with Recruiting on needs list and any staffing needs.
Collaborate with the client to ensure correct employee compensation.
Collaborate with the Workforce Management Analyst to review data trends and staffing levels.
Communicate
Communicate and coordinate with site HR and Operations Leadership team for proctored NHO greeting.
Communicate openly with the CNO, House Supervisor for changing census, acuity, etc..
Communicate relevant and timely information to appropriate staff.
Communicate staff schedule and any changes to the customers and to the rest of the team.
Complete
Complete administrative Supervision of paraprofessional staff in timely manner.
Complete a listing of vacant nursing positions for DON weekly.
Complete data entry and typing as required.
Complete nursing hours reports daily.
Complete post-event audit of event and communicates event metrics to staffing leadership.
Complete scheduling and paperwork for new nursing employees.
Conduct
Conduct daily, weekly, and payroll audits & reviews to minimize overages.
Connect
Connect clients and staff on CR, and disconnects when restaff occurs.
Coordinate
Coordinate and communicate the schedules of 100+ part-time staff.
Coordinate and participate in selection and examination boards to evaluate candidates.
Coordinate scheduling changes with management.
Coordinate scheduling in an objective manner for nursing services.
Coordinate seamlessly between departments to support business operations.
Create
Create and maintain therapist schedule and availability.
Create and post monthly staff schedules, track and post changes.
Create and post schedules for nursing department, track and post changes and approve trades.
Create and present and submit reports for upper management.
Create, maintain, and produce reports related to float pool activity and metrics.
Design
Design and plan work shifts schedules.
Develop
Develop and maintain records and reports to ensure compliance with regulatory requirements.
Develop relationships with both clients and caregivers to make the best match possible.
Develop work schedules by allocating employees in shifts and positions.
Display
Display team work and assistance to peers and health care team members.
Document
Document all information into the system to inform other staffers.
Document all relevant information regarding the paraprofessional.
Ensure
Ensure 100% compliance for work authorization documentation for associates.
Ensure appropriate administrative approvals prior to utilizing Overtime and / or Agency.
Ensure compensation is paid in accordance with the collective agreement.
Ensure compliance to agency standards.
Ensure compliance with internal and external policies and regulations.
Ensure new hires are set up for success on their 1st day.
Ensure new staff understands their roles and responsibilities.
Ensure payroll and time entries are accurately reported with appropriate documentation.
Ensure schedules are created and posted in accordance with the relative Collective Agreements.
Enters
Enters payroll and PTO daily.
Enters shifts and prints daily sheets.
File
File maintenance and agency invoice processing / tracking.
File and store daily and monthly schedules and other reports as identified.
Fill
Fill relief assignments according to the collective agreement and accepted practices.
Gather
Gather and summarize data and prepares letters and reports.
Generate
Generate sales (driver orders) among existing carrier accounts.
Guide
Guide applicants through the hiring process in accordance with Amazon' s policies and procedures.
Handle
Handle the coordination efforts of placing drivers.
Help
Help match drivers with jobs.
Identify
Identify hard to fill roles and take proactive actions.
Identify opportunities to grow business with existing carriers.
Increase
Increase staff retention through the development of efficient scheduling.
Inform
Inform Manager of staffing challenges and time available in employee entitlement banks.
Initiate
Initiate Candidate onboarding and matching them to the proper requisition.
Investigate
Investigate company's staffing needs and take actions to staff accordingly.
Keep
Keep accurate record of all PTO and change requests.
Keep current on HR practices and concepts and maintain an effective network of HR professionals.
Keep CNO and Shift Supervisors apprised of all staffing changes and needs.
Keep schedules up to date with personnel changes.
Lead
Lead the interview process for all potential associates.
Maintain
Maintain accurate records in compliance with federal, state, and local laws and guidelines.
Maintain accurate schedules clock in / clock out in HHA Exchange.
Maintain a high level of confidentiality.
Maintain an active caregiving license in the State of Washington (HCA, CNA).
Maintain a working knowledge of multiple collective agreements.
Maintain center coverage at all times.
Maintain client schedules efficiently and appropriately.
Maintain computerized schedules within the scheduling software and company software.
Maintain confidentiality of employees, patients, and vendors at all times.
Maintain effective working relationship with the CNO and shift supervisors.
Maintain effective working relationship with the CNO / CEO.
Maintain records of Nursing certifications / licenses to meet scheduling requirements.
Maintain and enhance professional skills.
Maintain staffing office records in accordance with office standards and policies.
Maintain staffing / vacation grids to ensure accurate identification of coverage needs.
Manage
Manage client / contract satisfaction with appropriate customer service, communication and follow up.
Manage communicate with potential associates in a variety of methods from end to end.
Manage phone / email communication effectively and efficiently.
Manage staff recruitment and hiring policies.
Manage the day-to-day administrative and secretarial support activities of the office.
Meet
Meet critical deadlines for initiating background screening achieve labor orders.
Monitor
Monitor and minimize staff overtime.
Monitor utilization of casual staff, etc..
Negotiate
Negotiate settlements of appeals and disputes and co-ordinate termination of employment process.
Notify
Notify appropriate parties of issues as they arise (i.e. – when shift can't be filled, etc.).
Organize
Organize files, correspondence, records, and follow up on pending matters.
Oversee
Oversee all staffing needs for client companies.
Oversee and maintain file compliance for all clients in Fife Office.
Oversee nursing department scheduling in an objective manner, including vacations and holidays.
Oversee staffing functions for the organization within the nursing department.
Oversee weekend operations, and manage the weekend operations team.
Participate
Participate in creating strategies to attract talent.
Participate in Right at Home's On-Call Program.
Participate in the referral and intake process for clients needing Home Care services.
Participate unit needs and independently initiates actions.
Partner with
Partner with facility leaders to assist with unit based staffing and scheduling requests.
Perform
Perform all other general and / or specific administrative staffing duties required.
Perform attendance and paid time off administration for nursing staff.
Perform daily administrative tasks related to the management of the account.
Perform nursing department corrective action in accordance with company policy.
Perform repetitive motions with wrists, hands, and fingers.
Perform accurate and timely scheduling / assignment entry.
Perform scheduling / staffing coordination.
Perform various office support duties specific to the department.
Plan
Plan, organize and implement sustainable staffing strategy.
Prepare
Prepare and coordinates education schedules as required.
Prepare and submit accurate, complete payroll reports on a timely basis.
Prepare and submit reports on staffing operations.
Prepare and submit reports on staffing to Office Management.
Prepare daily staffing sheets with continual revisions as necessary.
Prepare duty lists as needed and monitors utilization of benefit banks.
Prepare master rotations and one time schedules maintaining a proper mix of classifications.
Prepare personnel and management reports as needed.
Process
Process accurate payroll data, including time records, terminations, and final pay.
Promote
Promote a positive and productive work environment that values diversity and inclusion.
Promote the goals and values of the company and their role as an integrated community care provider.
Provide
Provide accurate reports to the DON relating to staffing, vacancies or agency use.
Provide administrative support to the Chief Nursing Officer.
Provide assistance with payroll procedures and activities.
Provide day to day coordination and scheduling of field personnel.
Provide emergency hands-on care as needed to help guarantee client safety.
Provide excellent customer service skills.
Provide human resources-related training.
Provide periodic touchpoints and review of services with the field staff.
Provide positive leadership and support to staff.
Provide quality administrative support.
Provide support for internal operations and administration divisions.
Receive
Receive, document, and track time off requests.
Reconcile
Reconcile time cards daily and approve departmental payroll by deadline.
Recruit
Recruit graduates of colleges, universities and other educational institutions.
Report
Report all incidents to your immediate supervisor.
Review
Review and tracks requests for time off.
Schedule
Schedule and coordinate all resident care staff.
Schedule client cases with appropriate caregiving staff.
Schedule and coordinate on call staff to meet emergency staffing needs.
Schedule float staff for training and skills validation.
Schedule replacements for all sick calls within the Site.
Schedule staff to clinics, committee meetings, training, and education.
Screen
Screen and select candidates according to client specific job profiles and workforce forecasts.
Set
Set Schedules for full time team members.
Source
Source, advertise, interview potential employees for various job orders.
Submit
Submit discharge, on hold, and restaffing tickets for Insurance program.
Submit time sheets accurately into HHA Exchange in a timely manner for payroll purposes.
Supervise
Supervise the Staffing and Equipment Teams to maximum efficiency.
Support
Support candidate screening and hiring processes.
Support facility internal and external customer service standards.
Support weekly submission of agency utilization reports to Finance.
Track
Track Nursing Time and Attendance, corrects nursing time in a timely manner.
Train
Train and monitor the performance of resident services staff.
Uphold
Uphold the Organization's ethics and customer service standards.
Verify
Verify employment data and backgrounds on job applicants.
Work with
Work collaboratively with Payroll Department.
Work cooperatively with Directors to maintain compliance with State and Federal Regulation standards.
Work in accordance with the collective agreements to meet each Site's staffing requirements.
Work in collaboration with other staff in a team approach to service delivery.
Work to fill roles on expedited deadlines, as required by our client facilities, when needed.
Work with all departments concerning staff and employment-related issues.
Work with recruiting agencies when needed.
Most In-demand Hard Skills
The following list describes the most required technical skills of a Staffing Coordinator:
Staffing
scheduling
Most In-demand Soft Skills
The following list describes the most required soft skills of a Staffing Coordinator:
Written and oral communication skills
Organizational capacity
Problem-solving attitude
Interpersonal skills
Analytical ability
Attention to detail
Time-management
Multi-task
Work independently with little direction
Manage multiple priorities and deadlines in a fast paced environment
Self-motivated
