AOS III - Time Keeper/Staffing Coordinator

About the role

Western State Hospital is hiring a Staffing Coordinator (Admin and Office Spec III) to manage timekeeping for the nursing department. The position ensures accurate and timely time and attendance tracking in compliance with hospital policies and state/federal regulations, maintains the automated leave system, processes leaves, shift differentials, overtime, workers' compensation, compensatory leave, and time adjustments, supports the Kronos/UKG timekeeping systems, generates reports for the Department of Accounts and Payroll, serves as a point of contact for staff and supervisors on leave balances and usage, prepares professional correspondence, and provides backup administrative support to the Chief Nursing Executive, Assistant Chief Nursing Executive, Registered Nurse Coordinators, and the broader nursing department. The role may also assist the scheduling office during downtime.

Schedule

Monday–Friday, first shift.

Pay

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

Responsibilities

• Maintain the automated leave system and process leaves, shift differentials, overtime, workers' compensation, compensatory leave, and time adjustments
• Support the Kronos/UKG timekeeping systems
• Generate reports to meet critical deadlines set by the Department of Accounts, Payroll, and supervisory staff
• Serve as point of contact for staff and supervisors regarding leave balances and usage (in person, by phone, or email)
• Prepare professional correspondence such as memos, letters, and reports related to time and leave management
• Provide backup administrative and secretarial support to the Chief Nursing Executive, Assistant Chief Nursing Executive, Registered Nurse Coordinators, and the nursing department
• Assist the scheduling office during downtime as needed

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

Additional considerations

• 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

Contact

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