Supervisor of Clinical Scheduling & Staffing Office - Program Coordinator III

Commonwealth of Massachusetts•Tewksbury, MA

1d•Onsite

About The Position

The Massachusetts Department of Public Health (DPH) at Tewksbury Hospital is seeking a Supervisor of the Clinical Scheduling & Staffing Office (Program Coordinator III). This role offers the opportunity to oversee staffing and scheduling operations. Working closely with senior clinical and executive leadership, monitor critical staffing needs and ensure clinical units have the appropriate resources and licensure mix to meet operational demands. This position is a great opportunity for a supervisor who enjoys combining workforce planning, data analysis, operational coordination, and employee support in a fast-paced healthcare environment. You will lead a dedicated staffing office team, collaborate with Human Resources and clinical leadership on hiring initiatives, develop meaningful staffing reports and monitoring tools, and help address challenges related to scheduling, overtime, leave, and workforce capacity.

Requirements

Knowledge of methods and techniques used to prepare reports, charts, graphs, tables, and other data-driven materials.
Strong ability to analyze information, organize data, and communicate findings clearly and effectively.
Excellent written and verbal communication skills, with the ability to follow and interpret written and oral instructions.
Demonstrated ability to supervise staff, including assigning and monitoring work, evaluating performance, identifying training needs, and supporting employee development.
Strong interpersonal skills and the ability to work collaboratively, professionally, and tactfully with individuals at all levels of an organization.
Ability to exercise sound judgment, discretion, and professionalism when handling confidential or sensitive information.
Knowledge of applicable laws, regulations, policies, procedures, standards, and guidelines governing assigned program and administrative activities.
Understanding of organizational structures, functions, and operational processes within a complex agency or healthcare environment.
Knowledge of collective bargaining agreements and the ability to apply relevant provisions to staffing, scheduling, and workforce matters.
Ability to effectively manage competing priorities, resolve operational issues, and support efficient and compliant program administration.
Four years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis.
At least one year of supervisory experience.

Nice To Haves

Experience supervising staff in a healthcare, hospital, clinical operations, or workforce management environment.
Experience managing complex employee scheduling and staffing operations for a large or multi-unit organization.
Strong experience using workforce, scheduling, time and attendance, or payroll-related systems.
Demonstrated ability to analyze staffing patterns, overtime utilization, leave usage, and workforce trends to support operational decision-making.
Experience preparing reports, dashboards, charts, graphs, and data analyses for senior leadership.
Experience collaborating with Human Resources and hiring managers throughout the recruitment, interviewing, hiring, and onboarding processes.
Knowledge of healthcare staffing requirements, including appropriate licensure and skill mix considerations.
Experience working in a unionized environment and interpreting collective bargaining agreements.
Demonstrated ability to develop staffing strategies and identify solutions to address workforce shortages and operational challenges.
Strong organizational, leadership, and interpersonal skills, with the ability to manage multiple priorities and collaborate effectively with clinical, administrative, and executive stakeholders.
A Bachelor's degree with a major in business administration, business management or public administration may be substituted for a maximum of two years of the required (A) experience.
A Graduate degree with a major in business administration, business management or public administration may be substituted for a maximum of three years of the required (A) experience.
A Bachelor's or higher degree with a major other than in business administration, business management or public administration may be substituted for a maximum of one year of the required (A) experience.

Responsibilities

Provide overall leadership, supervision, and technical guidance to the Clinical Scheduling and Staffing Office team.
Collaborate with senior clinical leadership to develop and implement strategic staffing plans based on patient acuity, operational needs, and workforce requirements.
Partner with Human Resources to coordinate and support clinical recruitment, posting, hiring, interviewing, onboarding, and workforce movement processes.
Develop and maintain tools and processes to monitor time reporting, leave usage, benefit time, and other workforce data to support effective staffing decisions.
Analyze staffing patterns, facility needs, overtime utilization, and workforce capacity, and provide data-driven recommendations to address critical shortages.
Prepare reports, analyses, charts, graphs, and other staffing-related information for senior clinical and executive leadership.
Oversee the development and maintenance of monthly clinical staffing schedules, including the review of time-off requests and appropriate licensure mix across units.
Coordinate the procurement and utilization of contracted clinical staff when necessary to meet operational staffing needs.
Serve as a resource to employees regarding scheduling, payroll-related concerns, leave procedures, time reporting, and related policies, resolving or escalating issues as appropriate.
Collaborate with management, Human Resources, labor representatives, and other stakeholders to ensure staffing and scheduling practices are consistent with agency policies, collective bargaining agreements, and established procedures.