MEIHSS Staffing Coordinator

About the role

The Staffing Coordinator is responsible for managing daily caregiver scheduling to ensure safe, consistent, and reliable in-home care services for elders and vulnerable adults. This role supports a large and complex program with over 120 caregivers serving clients across multiple homes. The ideal candidate is highly organized, calm under pressure, and able to make sound decisions in a fast-paced healthcare environment where staffing needs can change quickly.

Responsibilities

• Establishes and maintains confidential and positive caring relationships with managers, staff, physicians, non-physician providers, departments, and Elders and their families.
• Evaluates staffing needs and makes recommendations to ensure adequate staffing levels for all shifts, including coverage for planned and unplanned absences.
• Follows the master staffing schedule and prepares daily staffing sheets with continual revisions as necessary.
• Works productively and effectively within a complex environment with multiple and changing priorities, supporting implementation of programs and procedures developed at an organizational level.
• Serves as a highly engaged and collaborative partner on the care team, responding to team member needs and participating in activities that improve patient care and the professional practice environment.
• Evaluates staff, addresses performance issues appropriately, and continuously monitors staff to improve services provided.
• Develops and maintains confidential client filing systems, case records, and required documentation, including service episode records, care plans, risk assessments, and safety plans, ensuring all required documentation is complete and properly filed.
• Timely and accurately reports all concerns and incidents to management.
• Collaborates with contracted agencies to ensure seamless integration of care services, maintain open communication, and coordinate care plans effectively.
• Assists management by providing accurate scheduling information to support leave request decisions and maintain appropriate staffing levels during staff absences.
• Facilitates and coordinates transportation in emergency situations.
• Prepares, organizes, and maintains appropriate resources, reports, and statistical summaries.
• Participates in meetings, workshops, and committees to exchange information and maintain professional knowledge.
• Collaborates with community leaders, professional staff, consultants, and Elders and their families to identify, define, and meet home care needs, goals, and objectives.
• May provide guidance, coaching, and training support to caregivers, including documentation practices and participation in performance review processes.
• Coordinates and maintains daily staffing schedules for approximately 125 caregivers across 65 client homes.
• Fills open shifts in a timely manner, including last-minute call-outs and emergencies.
• Steps in to provide direct client/patient support when necessary to ensure client safety and continuity of care until a scheduled caregiver arrives.
• Communicates clearly and professionally with caregivers, nursing staff, and leadership.
• Tracks attendance, call-outs, and staffing patterns to support program needs.
• Ensures appropriate caregiver-to-client matching based on care needs and skill level.
• Maintains accurate scheduling records and documentation.
• Supports compliance with program policies and healthcare staffing requirements.
• Assists with onboarding logistics, including scheduling new hires for shifts.
• Works collaboratively with nursing and administrative staff to support continuity of care.
• Acts as a Mandated Reporter — may be required to file, write, or provide information to Child & Family Services for investigations.

Requirements

• High School Diploma or GED
• Certified Nursing Assistant (CNA) or Home Care Aide (HCA) certification required
• Minimum of 3 years’ experience in staff scheduling, staffing coordination, and administrative support in a healthcare setting
• Basic computer skills and ability to learn scheduling systems
• Valid Washington State Driver’s License

Qualifications

• Experience working within a Tribal community (preferred)
• Experience working with elderly populations (preferred)
• Demonstrated skill in effectively interacting with diverse populations; communicating clearly and professionally both verbally and in writing; applying logic and sound reasoning to problem-solving and decision-making; and planning, organizing, and managing projects
• Proficiency in preparing and maintaining accurate records, using standard office equipment and personal computers, including relevant software applications, and managing time efficiently
• Ability to address and resolve conflict in a calm, professional, and solutions-focused manner
• Professionalism demonstrated by maintaining strict confidentiality, a positive work ethic, and effective written and verbal communication
• Ability to accurately comprehend and interpret information, gather and analyze data, exercise sound independent judgment, and present clear findings and recommendations
• Builds culturally competent, non-judgmental, and empowering relationships with diverse individuals
• Works independently while also collaborating effectively as part of a team, maintains organized and coordinated schedules, and performs efficiently in a fast-paced, high-stress environment
• Knowledge of utilization review, quality assurance, and managed health care concepts; clinical and/or client assessment principles; elder care and in-home care practices; and HIPAA compliance requirements
• Proficiency in the English language, including proper grammar and written composition, and an understanding of human behavior
• Knowledge of Native American culture and history required to support culturally respectful, appropriate, and effective service delivery

Schedule

12-hour shifts; may include weekends and holidays as needed. Position requires the ability to remain alert and responsive for extended periods, including long shifts of up to 24 hours when scheduled for On-Call availability. The Staffing Coordinator must be able to continuously answer and monitor phone calls to manage caregiver call-outs and staffing needs. Duties require sustained attention, frequent use of a telephone and computer, the ability to respond promptly to urgent staffing situations, and the capacity to work irregular hours, including nights, weekends, and holidays as operational needs require.

Physical Demands

The employee is continuously required to sit, talk, hear, and use hands to finger, handle, or feel objects, tools, or controls. Occasionally required to drive a motor vehicle, stand, walk, climb, bend at the waist, kneel, grasp objects with the fingers, and reach with hands and arms. Must occasionally push/pull up to 10 pounds. Specific vision abilities include close vision and the ability to adjust focus. The noise level in the work environment is usually moderately quiet.

Licenses & Certifications

• Valid Washington State Driver’s License
• Certified Nursing Assistant (CNA)