Scheduling Specialist

Grand Traverse Pavilions•Traverse City, MI

4d•Onsite

About The Position

Grand Traverse Pavilions is a premier healthcare organization dedicated to providing exceptional care and services to our residents. Our team is committed to creating a supportive, collaborative workplace where employees can thrive while making a meaningful impact on the lives of those we serve. As a Scheduling Specialist, you will play a vital role in ensuring appropriate staffing for our skilled nursing and assisted living communities. Working closely with the Scheduling Coordinator and clinical leadership, you will develop and maintain employee schedules, coordinate staffing coverage, support payroll and attendance processes, and ensure compliance with staffing regulations, collective bargaining agreements, and organizational policies. This high-visibility position requires exceptional organization, communication, and problem-solving skills in a fast-paced healthcare environment.

Requirements

High School diploma or equivalent required.
Minimum of one year of office or administrative experience required.
Intermediate proficiency with Microsoft Office Suite and the ability to learn and effectively utilize Smartlinx scheduling/HRIS software.
Strong organizational, communication, and interpersonal skills with the ability to manage multiple priorities, maintain confidentiality, and work effectively under pressure.

Nice To Haves

Experience in healthcare, senior living, or a related field is preferred.

Responsibilities

Create and maintain employee schedules while ensuring compliance with staffing guidelines, collective bargaining agreements, and organizational policies.
Arrange coverage for call-ins, vacations, leaves of absence, and other staffing needs to maintain appropriate staffing levels based on resident census and employee availability.
Support compliance with healthcare staffing requirements, including CMS, PBJ reporting, and applicable state and federal employment laws.
Accurately process employee time and attendance records, assist with payroll preparation, leave management, and policy compliance.
Serve as a resource for employees and leaders by responding to scheduling questions, staffing concerns, and payroll-related inquiries.
Utilize computerized scheduling software to make schedule adjustments and maintain accurate staffing records.
Assist clinical leadership with attendance monitoring and progressive discipline processes.
Support recruitment activities by assisting with job postings, tracking candidate status, and position management.
Maintain seniority lists, create spreadsheets, assist with reporting, and ensure confidentiality of employee information.
Support Grand Traverse Pavilions' mission by promoting quality improvement initiatives, workplace safety, and organizational excellence.