Staff Scheduler

Lutheran Life Villages•Fort Wayne, IN

About The Position

As the Staff Scheduler, you’ll serve as a key administrative support for the Nursing Department. You’ll coordinate all aspects of nursing staff scheduling and timekeeping, assist with new hire onboarding and training coordination, and maintain essential employee records. You’ll also help ensure that staffing meets regulatory requirements and department standards.

Requirements

High school diploma or equivalent required; coursework in secretarial sciences preferred.
Prior scheduling experience in a healthcare or long-term care setting strongly preferred.
Experience using scheduling/timekeeping systems and Microsoft Office.
Strong organizational, time management, and interpersonal skills.
Ability to prioritize tasks, meet deadlines, and work independently.
Excellent attention to detail and accuracy.
Professional and discreet in handling confidential information.

Nice To Haves

QMA or CNA licensure is a plus.

Responsibilities

Scheduling & Staffing Coordination Prepare, post, and update bi-weekly and monthly nursing staff schedules based on census, coverage needs, and employee availability.
Collaborate with the Director of Nursing (DON) and Charge Nurses to ensure all shifts are adequately staffed.
Respond to call-ins and coordinate replacement coverage.
Process and track shift trades, vacation requests, and personal time.
Monitor for unauthorized overtime and other schedule variances.
Track and calculate Hours Per Patient Day (HPPD) to ensure adequate staffing levels align with resident care needs, report variances to the Director of Nursing.
Timekeeping & Payroll Support Review and maintain attendance records, including absentee and tardy slips.
Process punch corrections, bonus pay, and time-off entries.
Run bi-weekly Punch Detail Reports, coding and updating them per policy.
Collaborate with HR and Payroll to ensure accurate pay processing and reporting.
Onboarding & Training Coordination Set up new employee files and maintain up-to-date contact and credential information.
Coordinate new hire training schedules and orientation sessions.
Support onboarding of CNA students and Ivy Tech training participants.
Ensure reference checks, licensure verifications, and required paperwork are completed.
Administrative Support Maintain organized nursing employee files and department records.
Coordinate nursing staff interviews and prepare Employee Status Reports.
Support the DON with meeting coordination, staff tracking, and administrative tasks.
File and process incident reports and termination documents in accordance with procedure.
Compliance & Reporting Ensure staffing levels align with federal and state regulations.
Track and report daily staffing complement and attendance trends.
Maintain absence tracking documentation and disciplinary form processing.
Support the Weekend Plus program and other staffing initiatives.