Staff Scheduling Analyst

Mosaic Community Health•Bend, OR

About The Position

The Staff Scheduling Analyst is responsible for auditing the scheduling system to ensure standards and compliance are maintained, efficient and effective use of scheduling software, analyzing staffing and coverage needs across patient-facing roles, support building and optimizing schedules, and producing reports that support leadership decision-making. This role requires close partnership with department and clinic leadership to troubleshoot scheduling issues, identify coverage gaps, and align scheduling practices with operational and patient care needs. The Analyst collaborates with EPIC Cadence Analyst and Human Resources to support scheduling system administration.

Requirements

Minimum of 2 years in healthcare operations, staffing, scheduling and data analysis required.
Experience with workforce management or staff scheduling software required.
Proficiency in Microsoft Office Suite, particularly Excel, for data analysis and reporting.
Experience with scheduling platforms and workforce management systems required.
Excellent communication and interpersonal abilities.
Strong organizational and time-management skills with attention to detail.
Ability to work independently, manage competing priorities, and support multiple leaders simultaneously.

Nice To Haves

UKG Workforce Management experience strongly preferred.
A bachelor’s degree in healthcare administration, business, or a related field preferred.
High school diploma with equivalent experience may be considered.

Responsibilities

Conduct regular audits of the scheduling system to ensure compliance with established standards, workflows, and organizational procedures.
Identify scheduling discrepancies, configuration errors, and deviations from standards; document findings and recommend corrective actions.
Monitor adherence to scheduling standards across departments and clinics; escalate non-compliance issues to leadership.
Partner with Human Resources and IT to ensure scheduling system configuration aligns with workforce policies and regulatory requirements.
Participate in the development and maintenance of scheduling procedures, staffing ratios, standards, and best practices documentation.
Analyze system staffing data to evaluate coverage needs, identify gaps, and assess alignment with patient care demands and operational requirements.
Manage open shifts and shift swaps approvals in collaboration with local leadership to ensure staffing coverage.
Review staffing ratios, float pool utilization, and per diem deployment patterns to identify trends and improvement opportunities.
Evaluate time-off requests against minimum staffing levels; provide data-driven recommendations to leaders when requests risk minimum staffing.
Model and project future staffing needs in support of long-term operational and workforce planning.
Support building, reviewing and maintenance of 90-day schedules in scheduling software, aligned with EPIC template builds; submit to leaders for review prior to finalizing and publishing.
Support leaders in troubleshooting scheduling issues, resolving conflicts, and navigating system functionality within UKG and related platform and escalate as needed.
Serve as a scheduling system subject matter expert; provide training, guidance, and ongoing support to staff and leaders on system use and scheduling processes.
Support leaders in adjusting schedules to meet coverage requirements.
Participate in testing and implementation of system upgrades or configuration changes; collaborate with Human Resources on user access and role configuration.
Participate in testing and implementation of system upgrades or configuration changes.
Communicate scheduling updates, coverage changes, and system issues promptly to all relevant stakeholders and escalate issues as needed.
Build, maintain, and distribute scheduled and ad hoc reports covering clinic schedules, staffing trends, overtime, coverage gaps, utilization, and schedule compliance.
Develop scheduling and staffing data reports into clear, actionable insights that support leadership decision-making at the department and organizational level.
Collaborate with department and clinic leaders to share reporting findings, develop long-term coverage strategies, and drive continuous improvement in scheduling practices.