Scheduling Coordinator

BETHESDA HEALTH AND HOUSING•Willmar, MN

10d•Onsite

About The Position

As the Ancillary Departments Scheduler, you’ll prepare staffing schedules and replacement of staff, making sure those teams are covered, so each shift starts with the right people in the right place. As the Scheduler for our ancillary departments, you’ll build and maintain the staff schedules for Brothers Café, Culinary, Laundry, Maintenance, Housekeeping, Recreation, and Sunrise Village. You’ll partner with department directors to anticipate coverage needs, fill open shifts quickly, and keep staffing aligned with budgeted hours. You will orient new ancillary team members to the OnShift app, their schedule, and the process for time off and shift trades.

Requirements

High school diploma or equivalent required
Strong organization, time management, communication, and customer service skills.
Experience building schedules for large or multi-department teams.
Proficiency with OnShift scheduling software, Microsoft Office (Excel, Outlook, Word, Teams).
Ability to manage competing priorities and stay composed through frequent interruptions and last-minute changes.
Ability to maintain strict confidentiality of employee and resident information.

Nice To Haves

Post-secondary education (diploma, associate’s degree, or higher) preferred.
Minimum of 2 years of scheduling, staffing, or administrative coordination experience in healthcare or senior living is preferred but not required.

Responsibilities

Create, publish, and maintain master and daily schedules for assigned ancillary departments in OnShift; process time-off requests, shift trades, and schedule changes accurately and ahead of posting deadlines.
Monitor call-ins and open shifts each day; secure replacement coverage by phone, text, and messaging; escalate gaps that put minimum coverage or service levels at risk.
Manage rotational schedule templates and weekend and holiday rotations.
Record paid personal leave and gather daily absentee information and report occurrences under Bethesda’s attendance policy.
Meet regularly with ancillary department directors and Human Resources regarding coverage needs, open positions, time-off planning, and recurring staffing gaps; escalate unresolved issues promptly.
Review timecards, missed punches, and schedule variances ahead of each pay period close; keep staffing records and scheduling documentation accurate and current; orient new team members to Bethesda’s scheduling processes.
Other Duties as Assigned