Staffing Coordinator, Central Staffing Office

Baystate Health • Holyoke, MA

13h • $23 - $31 • Onsite

About The Position

The Staffing Coordinator, Central Staffing Office plays a vital role in ensuring that entities and units across Baystate Health are adequately staffed to deliver safe, quality patient care. Reporting to the Director Central Staffing Office, this position serves as a bridge between nursing leadership, and the clinical staff, maintaining balanced schedules, addressing staffing shortages, and supporting a positive work environment, ensuring that patient care needs are met efficiently, while maintaining compliance with labor regulations, union contracts, and internal policies. The coordinator's role is both logistical and people-centered, requiring strong communication, organizational, and problem-solving skills.

Requirements

• High school diploma or equivalent
• Excellent written and verbal communication skills.
• Ability to work independently and as part of an interdisciplinary team.
• Proficiency in workforce management software, electronic health record systems, and Microsoft Office Suite.
• Excellent interpersonal, communication, and customer service skills.
• Strong attention to detail, organizational abilities, and the capacity to manage multiple priorities under time constraints.
• Ability to maintain confidentiality and handle sensitive staffing matters with discretion.
• Problem-solving skills and adaptability to rapidly changing circumstances.
• Familiarity with relevant labor agreements, union regulations, and healthcare accreditation standards (e.g., The Joint Commission).

Nice To Haves

• Degree in business, healthcare administration or related field preferred
• Previous experience in scheduling, staffing, or administrative support in a healthcare setting
• Knowledge of nursing workflows, staffing models, and healthcare labor regulations
• Proficiency in scheduling and timekeeping software (e.g., Kronos, ETC.) beneficial.

Responsibilities

• Prepare, maintain, and update daily staffing summaries for nursing units across all hospitals.
• Utilize staffing software and/or manual methods to allocate resources efficiently across hospital units or facilities.
• Proactively adjust assignments in response to changes in patient volume, staff availability, and unexpected absences- utilizing competency validations and competency
• Comply with all established policies, union guidelines, and regulatory requirements
• Assist with gathering information on patient acuity levels, census data, and specialized care needs to determine optimal staff assignments.
• Prioritize the deployment of clinical staff per BH policies based on skills, credentials, and competencies.
• Serve as a central point of contact for all staffing inquiries, changes, and requests system wide.
• Communicate shift openings, overtime opportunities, and last-minute scheduling adjustments to nurses and support staff.
• Collaborate with nurse managers and leaders to anticipate and resolve potential staffing gaps.
• Track attendance, monitor overtime and agency usage, and prepare staffing reports for leadership review.
• Maintain up-to-date records on staff availability, certifications, licensure, and compliance with mandatory training.
• Continuously evaluate staffing models and recommend improvements to enhance patient safety, satisfaction, and operational efficiency.
• Participate in workforce planning initiatives and contribute to policy development related to staffing.
• Address scheduling conflicts, last-minute call-outs, and coverage gaps.
• Employ creative problem-solving and negotiation skills to fill open shifts while respecting staff preferences and contractual obligations.
• Partners to maintain meticulous records of schedules, time-off requests, sick calls, and shift swaps.
• Prepare regular reports and audits for management outlining staffing metrics, coverage rates, and compliance trends.
• Participates in compliance activities as required.
• Coordinate rapid deployment of staffing resources during emergencies, such as sudden surges in patient census, inclement weather, or public health crises.
• Mobilize float pools, per diem staff, or agency personnel to maintain adequate coverage.
• Orients and assists staffing coordinators and timekeepers in other areas as needed.
• Reports to work as scheduled and on time.
• Avoids work-related injuries through the application of proper practice techniques.
• Adheres to Dress Code, including identification badge.
• Demonstrates respect for employees’ rights by maintaining strict confidentiality and acting as an advocate.
• Review and update daily staff schedules.
• Cross train to provide coverage to the System Scheduler functions, as needed.
• Coordinate coverage for last-minute callouts.
• Monitor staffing plans to ensure compliance with patient safety standards and regulatory requirements.
• Communicate staffing needs and reassignments to nursing supervisors and leadership team leads.
• Partners to track overtime usage and ensure appropriate approvals are documented.
• Facilitate shift swaps and last minute coverage requests, verifying compliance with policies and contractual agreements.
• Prepare and distribute reports on staffing, attendance, and scheduling trends to senior leadership.

Benefits

• Excellent Compensation , low-cost medical, dental vision & life insurance
• Generous PTO with scheduled earned time increases
• Continuing education support and reimbursement
• 403b retirement company match & annual company contribution
• Wellbeing programs that include but are not limited to mental, physical, and financial health
• Pet, home, auto and personal insurance
• Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 5,001-10,000 employees