Workforce Coordinator

Behavioral Health Allies•Kansas City, KS

About The Position

The Workforce Coordinator is responsible for managing the scheduling and staffing needs of the Community Living Division, ensuring all shifts in 24/7 Community Living homes are covered efficiently. This role plays a critical part in maintaining compliance with training and certification requirements, tracking employee readiness, and minimizing overtime to support the smooth operation of homes and ensure quality care for residents. This position will ensure a high quality of life for people served by providing staffing relief within the Community Living division.

Requirements

High school diploma or equivalent required; associate 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.
Proficiency in scheduling software and Microsoft Office Suite (Word, Excel, Outlook).
Strong organizational skills and attention to detail.
The ability to work in a fast-paced environment and handle multiple priorities effectively.
Ability to self-direct without daily supervision, manage calendar, organize tasks with strong skills in delegation, follow-up, and handle several tasks simultaneously. Excellent communication and interpersonal skills.
Ability to observe, ask questions, listen actively, give and accept feedback effectively and problem-solve quickly.

Responsibilities

Develop and maintain staff schedules for Community Living homes, ensuring adequate coverage for all shifts.
Update and maintain the master schedule, ensuring that it always is accurate with current needs.
Address last-minute call-offs and gaps in the schedule to minimize disruptions by having clear plans for disruption.
Monitor and manage overtime to remain within budget and operational guidelines.
Schedule PRN and substitute/superimposed for assigned sites, utilizing scheduling software.
Ensure coverage provided to homes/programs matches the Master Schedule.
Get to know the home staff and build relationships.
Follow rules for approving overtime, ensuring overtime is managed within targeted goals.
Ensure that the staffing management protocols are followed.
Approve vacations weekly and log in the vacation calendar and tracking system.
Update all tracking metrics weekly.
Track and communicate staff certifications and training, including LIMA (Level I Medication Aide), orientation, new hire and annual training.
Ensure no staff are scheduled without completing the required training and certifications.
Maintain accurate records of training completion and coordinate with training staff to address gaps.
Maintain scheduling software and databases with up-to-date employee information.
Collaborate with supervisors and management to address staffing challenges and ensure alignment with organizational goals.
Prepare and distribute staffing reports, including overtime analysis and coverage gaps.
Participate in person, in new hire orientation, to introduce self and role to new hires.
Help managers troubleshoot coverage solutions when substitute/Superimposed or PRN staff are not available.
Communicate with employees for purposes of coverage, changes in schedules and any other scheduling needs.
Collaborate with supervisors to address staff availability, performance issues, and scheduling conflicts.
Facilitate open communication with team members to promote a positive and collaborative work environment.
Follow all time keeping policies.
Attend and participate in required meetings and trainings.
Additional responsibilities may be assigned as circumstances warrant.