CNA / QMA Scheduling Coordinator Pediatric and Adult Care Setting

About the role

We are seeking a Scheduler to manage staffing schedules across our skilled nursing or assisted living community. Key responsibilities include building and maintaining daily schedules, filling open shifts, managing call-offs in real time, and serving as the staffing hub.

Responsibilities

• Schedule nursing staff across all shifts — days, evenings, and nights
• Maintain minimum staffing ratios on every shift in compliance with state and CMS requirements
• Proactively fill open shifts using internal staff, overtime, PRN pool, and agency resources
• Manage call-offs in real time, contacting available team members, offering shifts, and confirming coverage
• Track and manage schedule changes, shift swaps, overtime, and time-off requests in the scheduling system
• Coordinate with the DON and clinical staff daily for accurate shift coverage and immediate gap resolution
• Monitor and manage overtime exposure, flagging potential overages to the Department Head before they occur
• Maintain and update the PRN and agency availability lists for a current and reliable backup pool
• Monitor and track team member attendance patterns, reporting chronic call-off concerns to the DON and promptly
• Avoid leaving shifts uncovered without notification

Requirements

• High school diploma or GED
• Associate degree or healthcare administration training preferred
• Current, valid CNA/QMA certification in the state of Indiana
• Minimum 1 to 2 years of scheduling, staffing coordination, or administrative experience — healthcare or long-term care setting strongly preferred
• Familiarity with nursing staffing ratios, shift structures, and long-term care scheduling practices
• Experience with scheduling software — Apploi, Shift Admin, OnShift, ShiftKey, or similar platforms preferred
• Strong organizational, multitasking, and problem-solving skills
• Excellent communication skills — calm, clear, and professional under pressure
• Proficiency with Microsoft Office and basic computer skills
• Ability to respond to after-hours staffing emergencies on an on-call rotation basis
• Reliable, punctual, and able to manage competing priorities without losing attention to detail

What We Offer

• Medical, Dental, Vision, and Prescription Drug Insurance
• 401(k) with company match
• Paid Time Off (PTO)
• Virtual Doctor Visits - Telehealth
• Flexible Spending Account (FSA)
• Life and AD&D Insurance
• Disability Insurance
• KISx Card (surgery and imaging program)
• Tuition Reimbursement
• Daily Pay (receive half your pay immediately, each day you work)
• A fun, creative, and mission-driven work environment
• Supportive leadership that values your ideas