Residential Staffing & Scheduling Coordinator

ACCESSPOINT RI•Cranston, RI

6d•$23•Onsite

About The Position

The Residential Staffing & Scheduling Coordinator is responsible for the operational coordination of staffing schedules, substitute coverage, timekeeping, training and certification tracking, performance review tracking, and calendar management across assigned residential programs. This role serves as a central operational hub, ensuring follow-through on staffing, compliance, and administrative requirements. The position requires strong computer and systems proficiency, including the ability to build and maintain tracking tools, dashboards, and presentation-ready reports to support managers and leadership with visibility into operational performance and compliance.

Requirements

High school diploma or equivalent.
2+ years of experience in scheduling, operations coordination, workforce administration, or similar role.
Strong computer skills, including proficiency with Microsoft Excel or Google Sheets and basic reporting tools.
Demonstrated ability to create tracking documents, dashboards, and presentation-ready summaries.
Strong organizational, follow-up, and attention to detail skills.
Ability to manage multiple priorities in a fast-paced, 24/7 operational environment.

Nice To Haves

Associate’s or Bachelor’s degree in Business Administration, Human Services, Information Systems, or related field.
Experience working with HRIS, scheduling software, or timekeeping systems.
Experience supporting multi-site operations or unionized environments.

Responsibilities

Staff Scheduling, Coverage & Substitutes Develop, publish, and maintain DSP schedules to ensure appropriate coverage across residential programs.
Prepare and coordinate substitute coverage for weekends, holidays, and planned absences.
Manage call-outs, shift changes, and last-minute coverage needs.
Track vacancies, open shifts, and coverage gaps; escalate recurring staffing challenges.
Monitor overtime and coverage patterns; report trends to leadership.
Timekeeping & Payroll Coordination Review and submit timecards for accuracy and timeliness in accordance with payroll deadlines.
Track overtime, differentials, premiums, and pay codes; flag discrepancies.
Partner with Payroll to resolve timekeeping and pay issues.
Training, Certification & Performance Review Tracking Track required trainings, certifications, and recertifications; maintain accurate, up-to-date records.
Maintain training calendars and coordinate coverage to support staff attendance.
Monitor expirations and deadlines; issue reminders and follow up with managers and staff.
Track performance review due dates and documentation requirements; follow up with managers to ensure timely completion.
Systems, Tracking Tools & Dashboards Develop and maintain tracking documents, spreadsheets, and simple databases to monitor staffing, coverage, training compliance, certifications, and review completion.
Create dashboards and summary reports for managers and leadership to support operational oversight and decision-making.
Prepare presentation-ready materials (tables, charts, summaries) for staffing meetings, leadership reviews, and audits.
Ensure data accuracy, version control, and appropriate confidentiality of workforce information.
Support continuous improvement by identifying opportunities to streamline tracking processes and systems.
Calendar, Follow-Up & Accountability Support Serve as a central point of follow-up to ensure operational tasks and deadlines are completed.
Proactively coordinate with Residential Managers, Program Directors, HR, Payroll, Nursing/Clinical, and Training to confirm completion of assigned actions.
Escalate risks, missed deadlines, or recurring operational gaps with recommended solutions.
Daily Operations Support Serve as the first point of contact for day-to-day scheduling and operational questions from DSPs and supervisors.
Provide real-time problem-solving to support continuity of care and program stability.
Support onboarding logistics for new staff (initial scheduling, training coordination, site-level orientation support).
Maintain accurate staffing records and documentation.
Collaboration & Communication Provide consistent, clear communication regarding schedules, deadlines, and operational requirements.
Participate in staffing and operations meetings and provide data-informed updates.
Model AccessPoint RI guiding principles and professional standards in all interactions.