Centralized Staffing & Scheduling Coordinator - Jefferson Avenue Medical Office Building

Mercy Health • Toledo, OH

12d

About The Position

The Centralized Staffing & Scheduling Coordinator performs scheduling, staffing, and timekeeping responsibilities for designated work areas. Duties include creating and editing schedules, filling open shifts, managing timecards, and responding to staffing needs that arise less than 24 hours before a shift, including cancellations, flexing, floating, and unplanned vacancies. The coordinator maintains unit and department schedules using an electronic staffing system and communicates with multiple stakeholders and leaders.

The role supports nursing departments by preparing schedules with nurse managers, evaluating requests and skill mix, balancing and publishing schedules, and arranging coverage as needs change. It also manages sick-call notifications, timecard requests and exceptions, staffing records and reports, and agency-resource allocation. Other job-related duties may be assigned by the supervisor, subject to reasonable accommodation.

Requirements

• At least 1 year of experience with staffing and scheduling software.
• Associate degree in business, data management, or a related field is preferred.
• Previous experience in a healthcare setting is preferred.

Nice To Haves

• Associate degree in business, data management, or a related field.
• Previous experience in a healthcare setting.

Responsibilities

• Create and edit nursing department schedules in the electronic scheduling system according to hospital policies, procedures, and guidelines, including assigning specialty roles based on unit needs.
• Prepare accurate daily and shift work schedules that reflect forecasted needs in collaboration with nurse managers.
• Approve or deny schedule requests based on skill mix and unit needs, communicating with unit managers as appropriate.
• Balance and publish schedules at the end of the self-scheduling period, ensure required skill mixes are covered, determine vacancy rates, and post incentive shifts according to ministry policy.
• Adjust schedules to accommodate staffing needs by acquiring additional personnel or reducing scheduled staff, and contact available staff to fill open shifts.
• Determine complex department staffing needs within 24 hours of a shift, arrange coverage in the technology, and communicate with units.
• Receive sick-call notifications and manage unplanned shift vacancies; assess system-wide staffing needs and use technology to recruit associates for open shifts while minimizing fiscal impact.
• Maintain unit and department schedules in the electronic staffing system and communicate critical or immediate staffing needs to a nurse manager or designee.
• Approve or deny timecard requests and attestations, communicating with unit managers as appropriate.
• Prepare timecards for manager approval by reviewing and resolving exceptions.
• Maintain staffing-related records, files, and reports, and distribute reports to appropriate leaders as directed by the manager.
• Assist with allocation of agency resources and perform other duties related to contract labor.

Benefits

• Competitive pay, incentives, referral bonuses, and a 403(b) with employer contributions when eligible.
• Medical, dental, vision, and prescription coverage; HSA/FSA options; life insurance; mental health resources; and discounts.
• Paid time off, parental and FMLA leave, short- and long-term disability, and backup care for children and elders.
• Tuition assistance, professional development, and continuing education support. Benefits may vary by market and employment status.

What This Job Offers

• Job Type: Part-time
• Education Level: Associate degree