Coord, Time & Scheduling

About the role

The Time and Scheduling Coordinator is responsible for daily timekeeping functions and schedule generation/maintenance for assigned programs through proficient use of scheduling software and other applications. This position oversees all aspects of scheduling, staffing, and timekeeping.

Responsibilities

• Complete all actions related to scheduling and timekeeping applications, including but not limited to filling open shifts, auditing time and attendance records, receiving and processing call-outs from staff, editing electronic time cards, and completing payroll correction forms as needed.
• Create and maintain daily staff schedules, ensuring the program is fully staffed for the work day/week, backfilling unplanned vacant shifts for that day, and seeking staffing coverage for future planned absences.
• Comply with current overtime rules and scheduling processes in accordance with Elwyn policies and current collective bargaining agreements.
• Implement and maintain a system of proactive scheduling for program coverage.
• Using overtime control measures as designed by leadership within the guidelines of the electronic scheduling system, keep overtime levels within acceptable limits, finding ways to lower levels whenever possible.
• Review daily time and attendance reports for each employee in designated departments to ensure employees are correctly maintaining their time records.
• Compare time and scheduling systems to location logs for consistency, making adjustments to employees' time as needed only when required per regulations and Elwyn policies.
• Work closely with department managers to ensure accuracy of overtime and department transfers/allocations by reviewing and reporting inconsistencies for leaders' review and approval as needed.
• Review time discrepancies and determine if adjustments are needed; work with Payroll staff to identify any configuration changes that may be needed within the timekeeping system.
• Work with programs on schedule template development and defining baseline staffing needs.
• Work closely with the Payroll Department throughout the pay period on audits and reconciliations to assist with adjustments as needed.
• Meet closing deadlines of time and attendance applications for the processing of payroll by reviewing all assigned timecards, ensuring all missed time punches are entered and all allocations are correct prior to the deadline.
• Work closely with program managers on the consistent and timely application of the time and attendance policy by providing timely data on a routine basis and as requested.
• Run standardized reports at the program level, including but not limited to overtime reports, missed punch reports, and total hours reports.
• Train new employees to use the time and attendance processes related to "swiping in," call-outs, planned absences, missed punches, and overtime processes.
• As the point of contact for payroll corrections and 2nd payroll sheets, ensure all materials needed to validate the requests are attached and approvals are complete before submission to the payroll department.
• Maintain records of time audits and verification of other time and scheduling approvals as needed.
• Provide recommendations to leaders for new and updated policies and/or procedures related to time and attendance and staff scheduling.
• Perform additional duties as assigned.

Requirements

• High school diploma or equivalent; some college coursework in business administration preferred.
• Two (2) years' work experience with day-to-day scheduling and timekeeping operations in electronic systems.
• Familiarity with the Fair Labor Standards Act (FLSA) and local, state, and federal regulations.
• Understanding of general residential programming business/functional needs as pertains to time entry and scheduling preferred.
• Demonstrated ability to work effectively as part of a team.
• Must possess excellent customer interaction, collaboration, presentation, and written and verbal communication skills.
• Ability to work under minimal supervision.
• Demonstrated ability to consistently meet work deadlines.
• Excellent organization skills and ability to prioritize in a fast-paced environment.
• Demonstrated intermediate experience with Microsoft Office applications, including Word, Excel, and Outlook, and experience with electronic scheduling systems.
• Demonstrated strong attention to detail.
• Demonstrated strong time management and organizational skills.

Benefits

• Generous Paid Time Off.
• Comprehensive Medical/Dental/Vision Benefit Packages.
• Earned Wage Access/On-Demand Pay.
• Paid On-the-Job Training.
• Tuition Reimbursement.
• Career Advancement Opportunities and Growth.
• Flexible Schedules.
• Retirement Savings Plan.

Immediate Supervisor: Regional Director