Workforce Coordinator - Transportation and Academy

Behavioral Health Allies•Kansas City, MO

1d•$23•Onsite

About The Position

The Workforce Coordinator leads and manages the daily scheduling, staffing, and workforce coordination for both BHA Academy and Transportation Services. This role ensures efficient coverage, compliance with staffing ratios, and alignment with operational and budgetary requirements. The Workforce Coordinator serves as the communication hub between operations, education, and transportation teams, ensuring high-quality service delivery through real-time scheduling, effective use of PRN staff, tracking training and certifications, and monitoring labor utilization. The ideal candidate will have strong problem-solving skills, exceptional attention to detail, and the ability to thrive in a fast-paced, mission-driven environment.

Requirements

High school diploma or equivalent required; Associate’s or Bachelor’s degree in a related field preferred.
A minimum of two years of experience in scheduling, workforce coordination or administrative roles, preferably in healthcare or behavioral health.
Strong interpersonal and communication skills.
Proficiency in scheduling software and Microsoft Office Suite (Word, Excel, Outlook).
Organizational and time management proficiency.
Emotional resilience and professionalism in high-pressure situations.
Proficiency in Microsoft Office and fleet tracking software.
Valid driver’s license and clean driving record.

Responsibilities

Create and manage daily, weekly, and long-term schedules for BHA Academy and Transportation personnel, ensuring appropriate coverage based on student and route needs.
Monitor and adjust schedules to maintain staff-to-student ratios and compliance with safety and program guidelines.
Coordinate with managers and department heads to anticipate coverage needs for absences, vacations, or increased census.
Utilize PRN and floating staff to fill gaps in coverage and minimize disruptions to service delivery.
Manage the scheduling and coverage of transportation routes, including adjustments for weather, school calendar changes, and special events.
Monitor the call-in line and respond to call-outs in real time by arranging appropriate coverage.
Track employee attendance patterns and escalate concerns in accordance with the BHA point system and attendance policies.
Proactively plan for upcoming known absences and approved PTO to ensure uninterrupted operations.
Maintain a live database of employee certifications, licenses, and mandatory trainings.
Ensure employees are only scheduled to work with individuals and programs for which they are appropriately trained and cleared.
Partner with HR and department leads and operations managers to track onboarding and annual training completion for all staff.
Input all new hires and employee information into the scheduling platform.
Maintain accurate data on staff availability, assignments, and training status.
Run reports and metrics related to staffing, attendance, overtime, and coverage to inform operational decisions.
Identify scheduling trends and recommend process improvements to enhance efficiency and service quality.
Monitor and manage overtime to remain within operational and budgetary limits.
Collaborate with Finance and Operations to align staffing plans with census, billing, and labor budget targets.
Serve as a point of contact between the Transportation and Academy departments for workforce and scheduling matters.
Participate in cross-department planning meetings to assess and respond to changing service demands.
Communicate scheduling expectations and updates to employees with clarity and professionalism.
Perform other duties and special projects to support various organizational initiatives as assigned.
Responsible, either directly or indirectly, for filing all expense reports according to company policy.
Directly or indirectly responsible for completing time reports on or before the defined due date.