Staffing & Schedule Coordinator

Grand Lodge, Masonic Homes & Acacia Creek•Union City, CA

12h•Onsite

About The Position

Under the general supervision of the Administrator, the Staffing & Scheduling Coordinator performs a wide range of administrative, scheduling, and payroll related duties. This role ensures accurate staffing coverage, timely timesheet preparation, and compliance with state and federal reporting requirements. The Director of Nursing Services (DON) is responsible for the overall leadership, management, and clinical performance of the nursing department. The DON ensures delivery of high-quality resident care, regulatory compliance, staff development, and continuous quality improvement. This role carries full accountability for nursing operations and works in close partnership with the Administrator and interdisciplinary leadership team.

Requirements

Minimum of 2 years of payroll processing experience is required.
Proficiency in Workday required; Kronos experience is a plus.
Strong knowledge of Microsoft Office and database systems.
Strong organizational and multitasking skills.
Knowledge of basic labor laws and payroll practices.
Ability to exercise good judgment and work independently.
Excellent verbal and written communication skills and the ability to manage and work in a multicultural setting.
Attention to detail.
Time management and prioritization.
Confidentiality and professionalism.
AA Degree preferred or equivalent experience.

Nice To Haves

Experience in healthcare staffing or scheduling preferred.

Responsibilities

Prepare and format general office correspondence, including reports, memos, forms, policies, and procedures.
Develop and maintain the monthly schedules for all licensed nurses and certified nursing assistants.
Publishes schedule two weeks prior to the start of the schedule in Workday TimeKeeping.
Prepare and distribute the daily assignments for all licensed nurses and certified nursing assistants to each floor.
Utilize Workday Open Shift Board to fill scheduling gaps, cover absences, PTO coverage, etc.
Prepares the daily staffing log and posts it on all floors.
Maintains employee attendance and tardiness records, provides attendance detail report every month to DON or SNF Administer for performance actions.
Review and audit timecards daily; identify and report discrepancies immediately to the Administrator and the Director of Nursing (or Assistant Director of Nursing) for approval.
Ensure accuracy of timesheet for DON/Administrator approval and submission for payroll processing.
Prepares and maintains a variety of reports for management, and audits, ie Annual DHPPD Audits.
Prepares all state and federal requirements such as the daily reporting of the DHPPD (CDPH 612 & CDPH 530).
Manage all registry documentation, including credentials of staff, certifications/licensures, signatures for mandatory forms, verification of hours for DHPPD and payment/invoicing purposes.
Collaborate with the Administrator and Director of Nursing (or ADON) regarding approvals for any PTO requests and any time of requests.
Stay updated on Workday TimeKeeping processes.
Respond promptly to payroll questions and coordinate resolution with the Payroll Department.
Pick up paychecks/paystubs at the Payroll Office/Head Building every other Thursday and distribute them to the team members.
Answer and route phone calls and communicate messages to the appropriate people.
Responsible for the organization and cleanliness of the office.
Orders supplies and forms as needed.
Regular attendance and punctuality.
Attendance at mandatory department meetings and in-service training.
Train and orient new team members on timekeeping procedures.
Receives all call-off phone calls from team members and is responsible for finding replacements for the call offs using Open Shift Board.
Performs other duties as assigned by the Administrator, Director of Nursing, or Assistant Director of Nursing.