Clinical Coordinator/Scheduler (Full Time)

Williamsburg Landing Inc•Williamsburg, VA

About The Position

JOB SUMMARY The Clinical Coordinator/Scheduler reports to the Chief Clinical Officer and plays a crucial role in ensuring that staffing needs are effectively scheduled across all licensed areas, including Assisted Living, Memory Support, Namaste, and the Health & Rehabilitation Center. This position will collaborate with clinical and administrative leaders, for the scheduling of team members, position control/staffing needs and the construction of schedule templates. ESSENTIAL JOB FUNCTIONS Works with clinical and administrative managers to establish schedule templates for new staff and develops and distributes monthly schedules to existing staff in Assisted Living, Namaste, Cove Crest, and the Health & Rehabilitation Center Completes and posts the daily staffing assignment sheets for each floor of Assisted Living, Cove Crest, Namaste, and the Health & Rehabilitation Center Ensures continuity of staff is maintained each shift of each day as consistently as possible; staffing changes may be necessary for the safety of the residents During normal business hours, acts as the initial point of contact for staff needs, questions and requests about for template or schedule changes. Handles routine employee requests and assistance when needed. Maintains a communication process whereby such requests are forwarded to leaders for review with the staff member as needed and then approval or denial as needed Receives communication from clinical leadership regarding schedule changes outside of scheduled shifts, including absences, availability changes, classification changes, and shift swaps. Recommends adjustments to accommodate changes to leaders for consideration. Promptly addresses changes required to schedules based on communications between employees and managers after hours Uses OnShift and Paylocity, or other HR and scheduling systems, to establish and govern the set-up of new users, template maintenance, user account maintenance, and reporting Using appropriate scheduling and time & labor software, provides an accurate record of staff adherence to schedules to managers for attendance and punctuality policy monitoring Maintains positive and professional interactions with Williamsburg Landing residents, guests, and employees Maintains confidentiality of all pertinent employee and resident information, releasing information only in accordance with established policies Performs other duties as assigned

Requirements

High school diploma or GED, required
Three or more (3+) years of experience with scheduling or staffing administration, preferably in a retirement community or health care setting
Ability to work as a team or independently and be self-motivated and goal oriented with shared accountability
Excellent organizational and administrative skills and the ability to handle multiple priorities simultaneously in a fast-paced environment
Ability to maintain professional working relationships and work promptly, courteously and tactfully with employees, prospective employees, and visitors
Ability to take initiative to solve problems on behalf of leaders and employees and to exercise sound professional judgment
Ability to communicate effectively, both verbally and in writing
Ability to conduct internet research and learn proprietary software
Proficiency with Google Suite, Microsoft Word, and Microsoft Excel

Nice To Haves

Experience with staffing and scheduling software, preferred

Responsibilities

Works with clinical and administrative managers to establish schedule templates for new staff and develops and distributes monthly schedules to existing staff in Assisted Living, Namaste, Cove Crest, and the Health & Rehabilitation Center
Completes and posts the daily staffing assignment sheets for each floor of Assisted Living, Cove Crest, Namaste, and the Health & Rehabilitation Center
Ensures continuity of staff is maintained each shift of each day as consistently as possible; staffing changes may be necessary for the safety of the residents
During normal business hours, acts as the initial point of contact for staff needs, questions and requests about for template or schedule changes. Handles routine employee requests and assistance when needed.
Maintains a communication process whereby such requests are forwarded to leaders for review with the staff member as needed and then approval or denial as needed
Receives communication from clinical leadership regarding schedule changes outside of scheduled shifts, including absences, availability changes, classification changes, and shift swaps. Recommends adjustments to accommodate changes to leaders for consideration.
Promptly addresses changes required to schedules based on communications between employees and managers after hours
Uses OnShift and Paylocity, or other HR and scheduling systems, to establish and govern the set-up of new users, template maintenance, user account maintenance, and reporting
Using appropriate scheduling and time & labor software, provides an accurate record of staff adherence to schedules to managers for attendance and punctuality policy monitoring
Maintains positive and professional interactions with Williamsburg Landing residents, guests, and employees
Maintains confidentiality of all pertinent employee and resident information, releasing information only in accordance with established policies
Performs other duties as assigned