NHTD/TBI Staffing Coordinator

Always Compassionate Health•Melville, NY

10d•Onsite

About The Position

The Staffing Coordinator – NHTD/TBI Services coordinates and maintains appropriate staffing for participants enrolled in New York State's Nursing Home Transition and Diversion (NHTD) and Traumatic Brain Injury (TBI) Medicaid Waiver Programs. Working with Account Managers, Service Coordinators, Human Resources, Clinical Operations, and Recruitment, the coordinator ensures qualified staff are assigned promptly while maintaining compliance with New York State Department of Health regulations and agency standards. The role is the central point of communication for staffing requests, participant assignments, schedule coordination, and workforce planning, supporting continuity of care and participant outcomes. It is based on-site at the Melville office and supports regional staffing needs in Westchester County and/or Orange County. The position reports to the Director, NHTD/TBI and does not supervise other staff.

Requirements

Minimum of 2–3 years of staffing, scheduling, healthcare operations, home care, or care coordination experience.
Experience coordinating staffing or healthcare services in Westchester County and/or Orange County is required.
Strong organizational and time management skills, including the ability to manage multiple priorities.
Excellent written, verbal, and interpersonal communication skills.
Strong analytical and problem-solving abilities.
Proficiency with Microsoft Office Suite and scheduling or electronic medical record software.
Ability to maintain confidentiality and handle sensitive participant and employee information.
Ability to coordinate multiple staffing requests simultaneously across designated service regions.
Strong critical thinking and decision-making skills.
Exceptional organizational and follow-up abilities.
Ability to work effectively in a fast-paced healthcare environment.
Demonstrated customer service skills with participants, families, and staff.
Ability to build collaborative working relationships across departments.
Strong attention to detail and documentation accuracy.
Ability to work on-site at the Melville office while supporting staffing operations for the Westchester County and/or Orange County regions.
Reliable transportation if travel between office locations or service regions is required.

Nice To Haves

Bachelor's degree in Healthcare Administration, Human Resources, Business Administration, or a related field preferred.
Experience working within the NHTD and/or TBI Waiver Programs or Home and Community-Based Services (HCBS) preferred.
Working knowledge of New York State Department of Health regulations and Medicaid Waiver programs preferred.

Responsibilities

Coordinate staffing for all NHTD and TBI participant referrals and active cases.
Match qualified staff to participants based on skills, location, availability, language preferences, and participant needs.
Communicate with Account Managers, Service Coordinators, Clinical Operations, and referral sources about staffing status.
Monitor open cases and identify staffing gaps to minimize service delays.
Coordinate participant start-of-service dates with interdisciplinary team members.
Maintain accurate staffing records in agency scheduling and electronic record systems.
Assist with employee onboarding by ensuring credentials, training, and compliance documentation are complete before assignment.
Verify employee eligibility to provide waiver services based on program and agency requirements.
Collaborate with Human Resources to monitor employee compliance, license expirations, background clearances, and required trainings.
Respond to staffing emergencies, schedule changes, employee call-outs, and participant service interruptions.
Coordinate replacement staffing to ensure uninterrupted participant services.
Monitor staffing utilization and productivity while supporting efficient workforce allocation.
Prepare staffing reports, vacancy reports, and workforce metrics for leadership.
Maintain compliance with New York State Department of Health regulations, Medicaid Waiver requirements, and agency policies.
Participate in quality improvement initiatives to improve staffing efficiency and participant satisfaction.
Perform other duties as assigned.