Scheduling coordinator

About This Role We are looking for a highly organized, detail-oriented, and people-savvy Scheduler to manage staffing schedules across our skilled nursing or assisted living community. You will build and maintain daily schedules, fill open shifts, manage call-offs in real time, and serve as the staffing hub. If you are calm under pressure, great with people, and thrive on keeping things running smoothly — this role is for you. What We Offer Benefits for Full-Time Staff Include: Medical, Dental, Vision and Prescription Drug Insurance.401(K) with company matchPTOVirtual Doctor Visits - TelehealthFlexible Spending Account (FSA)Life and AD&D InsuranceDisability InsuranceKISx Card (surgery and imaging program)Tuition ReimbursementDaily Pay AvailableFun, Creative, and Mission-driven work environmentSupportive leadership that values your ideas What You'll Do Scheduling & Staffing Build, maintain, and publish nursing schedules for clinical staff cross all shifts — days, evenings, and nightsEnsure minimum staffing ratios are met on every shift in compliance with state and CMS requirementsFill open shifts proactively using internal staff, overtime, PRN pool, and agency resources — in that orderManage call-offs in real time — contact available team members, offer shifts, and confirm coverage quicklyTrack and manage schedule changes, shift swaps, overtime, and time-off requests in the scheduling systemCoordinate with the DON and clinical staff daily to ensure accurate shift coverage and immediate gap resolutionMaintain and update the PRN and agency availability lists to ensure a current and reliable backup poolMonitor and manage overtime exposure — flag potential overages to the Department Head before they occur Administrative & Compliance Maintain accurate scheduling records in the electronic scheduling system and EHRTrack and document agency usage including firm name, bill rate, and shift details for the Business OfficeGenerate daily, weekly, and monthly staffing reports for the DON and AdministratorMonitor and track team member attendance patterns — report chronic call-off concerns to the DON and promptlyAssist with posting open positions in Apploi or other recruiting platforms as directedMaintain scheduling compliance with Indiana labor law, CMS staffing requirements, and facility policiesParticipate in department head meetings and provide staffing updates and reports as requested Communication & Team Relations Serve as the primary point of contact for team member scheduling questions, requests, and concernsCommunicate clearly and professionally with team members at all levels — from CNAs to charge nurses to the DON and all other clinical team members.Maintain a positive, solution-oriented attitude when managing difficult staffing situations or resistant team membersBuild and maintain positive relationships with agency staffing coordinators for fast and reliable shift coverageEscalate unresolved staffing gaps or coverage concerns to the DON or Administrator immediately — never leave a shift uncovered without notification Requirements High school diploma or GED required — associate degree or healthcare administration training preferredMinimum 1 to 2 years of scheduling, staffing coordination, or administrative experience — healthcare or long-term care setting strongly preferredFamiliarity with nursing staffing ratios, shift structures, and long-term care scheduling practices preferredExperience with scheduling software — Apploi, Shift Admin, OnShift, ShiftKey, or similar platforms preferredStrong organizational, multitasking, and problem-solving skillsExcellent communication skills — calm, clear, and professional under pressureProficiency with Microsoft Office and basic computer skillsAbility to respond to after-hours staffing emergencies on an on-call rotation basisReliable, punctual, and able to manage competing priorities without losing attention to detail Apply Today This is a critical behind-the-scenes role where your work directly protects the safety and continuity of care for our residents every single day. If you are organized, resourceful, and want a stable role where you genuinely make a difference — apply now. We would love to meet you! Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or protected veteran status.