AOS III - Time Keeper/Staffing Coordinator

About the role

Western State Hospital is currently hiring for a Staffing Coordinator. The schedule for this position will be: Monday–Friday, first shift. The employee will be responsible for managing timekeeping for the nursing department, ensuring accurate and timely timekeeping, supporting nursing leadership, and tracking time and attendance in compliance with hospital policies and state/federal regulations. Agency: Department of Behavioral Health & Developmental Services; Location: Western State Hospital.

Responsibilities

• Maintaining the automated leave system, processing leaves, shift differentials, overtime, workers' compensation, compensatory leave, and time adjustments
• Supporting the Kronos/UKG timekeeping systems and generating reports to meet critical deadlines set by the Department of Accounts and Payroll, and supervisory staff
• Serving as a point of contact for staff and supervisors regarding leave balances and usage, responding to inquiries in person, by phone, or email
• Preparing professional correspondence such as memos, letters, and reports related to time and leave management
• Providing backup for administrative and secretarial support to the Chief Nursing Executive (CNE), Assistant Chief Nursing Executive (ACNE), Registered Nurse Coordinators (RNCs), and the broader nursing department
• Assisting the scheduling office during downtime as required

Requirements

• Strong data entry, typing, and general clerical skills
• Experience using Microsoft Office Suite (Word, Excel, Outlook)
• Knowledge of payroll timekeeping requirements and basic office procedures
• Ability to use automated timekeeping systems such as Kronos/UKG or similar
• Strong attention to detail and accuracy in handling high-volume data
• Ability to follow written and verbal instructions and communicate clearly with staff and supervisors
• Ability to maintain confidentiality and handle sensitive information appropriately
• Comfortable using standard office equipment (copiers, fax machines, etc.)
• Ability to perform basic math to verify timekeeping accuracy
• Strong organizational and reasoning skills

Preferred qualifications

• Prior experience working in a healthcare or hospital setting
• Experience with administrative duties in a fast-paced, high-pressure environment
• Familiarity with centralized scheduling and leave management
• Experience handling confidential HR or payroll-related matters
• Ability to work independently and manage multiple priorities under pressure
• Demonstrated ability to build and maintain positive working relationships while ensuring compliance with policies and procedures
• Experience using automated data systems beyond basic office software
• Bilingual
• Veteran or veteran spouse

Pay

Hiring range: $43,150 – $57,946 (Pay Band 3)

Schedule

Monday–Friday, first shift

Contact

Elizabeth Weber — 540-332-8056 — elizabeth.weber@dbhds.virginia.gov