Staffing Coordinator

Mary's Woods • Lake Oswego, OR

22h • Onsite

About The Position

Mary's Woods is seeking a collaborative, dedicated Staffing Coordinator to join its Health Services team. The position ensures appropriate staffing levels across four Health Services neighborhoods on every shift, seven days a week, as directed by the Health Services Director or designee and in compliance with applicable regulations. The coordinator also provides direct care as needed to help meet residents’ needs.

The role oversees staffing operations for regularly scheduled direct care team members, including RNs, LPNs, CMAs, Medication Technicians, Certified Nursing Assistants, and Resident Care Assistants. It includes recruitment and hiring activities, schedule development and communication, training and orientation coordination, time-off and timecard management, attendance recordkeeping, staffing communications, and employee appreciation activities. The coordinator works assigned onsite and on-call hours, flexes the schedule to meet departmental needs, and makes every effort to fill openings with Mary's Woods employees before using staffing agencies. The coordinator may also work direct-care shifts as needed.

Mary's Woods is a nonprofit senior living community founded in 2001, offering independent living, assisted living, memory care, and residential care in a park-like setting on 40 acres in Lake Oswego. Its mission and values emphasize respect, compassion, excellence, stewardship, justice, exceptional care, employee opportunities, and neighborliness. The position is scheduled Wednesday through Saturday, 5:00 a.m. to 3:30 p.m., and is full-time at 40 hours per week, with flexibility and some weekend availability required. Starting wage depends on experience, certification, and education.

Requirements

• At least one year of experience working in a direct-care role, such as Caregiver, Resident Care Assistant, or Certified Nursing Assistant.
• At least one year of experience in a staff scheduling role in a healthcare setting.
• Education equivalent to completion of a high school diploma or GED.
• Ability to relate positively and favorably to staff, residents, and families and work as a team with employees at all levels.
• Documented ability to function and excel in a team environment.
• Ability to meet essential requirements with or without reasonable accommodation.

Responsibilities

• Communicate hiring needs to Human Resources and the Hiring Manager, and collaborate on recruitment strategies.
• Conduct interviews and make hiring decisions for Certified Nursing Assistant and Resident Care Assistant positions, as well as other positions when requested by the Health Services Director.
• Establish and communicate work schedules for regularly scheduled direct care team members, taking into account consistent assignment, employee needs and preferences, and the needs of Mary's Woods.
• Ensure team members complete required training and competency evaluations at regulatory and organizational intervals.
• Ensure new direct care team members receive orientation to department staffing policies and other information determined by the Health Services Director or Director of Nursing.
• Manage procurement and distribution of department uniforms.
• Review and approve time-off requests for direct care positions in consultation with individual managers and the Health Services Director as needed.
• Post planned staffing schedules at least three months in advance.
• Recommend staffing policies to the Health Services Director that support continuity of resident services and a supportive work environment.
• Implement departmental policy decisions made by the Health Services Director.
• Establish and maintain communication systems with Mary's Woods staff and staffing agencies, ensuring the systems can be transferred to others covering the coordinator's absence.
• Manage the staffing phone during assigned onsite and on-call hours and take appropriate action to maintain staffing levels, making every effort to fill openings with Mary's Woods employees before using staffing agencies.
• Flex work hours to meet departmental needs, including covering the other staffing coordinator's days off.
• Maintain records of team member absences and bring attendance, tardiness, or other performance concerns to the appropriate manager.
• Manage and approve employee timecards in accordance with payroll policies.
• Refer employees to Human Resources when they may qualify for workers' compensation or protected leave, or may need HR support.
• Plan and implement employee appreciation events with the Health Services Director and Director of Nursing.
• Work direct-care shifts as needed to meet departmental staffing goals.
• Follow organizational and departmental policies and procedures, including attendance, punctuality, and physical presence requirements.
• Understand, comply with, and promote resident-rights rules.
• Promote positive relationships with residents, visitors, regulators, staff, and families, maintaining a professional appearance and attitude and working as a team.
• Support and follow safety and infection-control practices.
• Strictly adhere to HIPAA privacy requirements.
• Perform essential requirements with or without reasonable accommodation; undertake additional tasks as needed to support departmental or organizational objectives.

Benefits

• Free employee TriMet pass.
• Medical, dental, vision, life, and disability coverage, plus a flexible spending account, beginning the first of the month after hire for employees working 30 or more hours per week.
• Employee Assistance Program.
• 403(b) retirement plan with 5% match.
• Paid time off, accruing at 16 days per year.
• Seven paid holidays.
• Scholarship and tuition assistance program.
• Access to fitness center, pool, and sauna.
• Complimentary meal each shift.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED