Scheduling Specialist

About the role

Grand Traverse Pavilions is a premier healthcare organization dedicated to providing exceptional care and services to our residents. Our team is committed to creating a supportive, collaborative workplace where employees can thrive while making a meaningful impact on the lives of those we serve.

Job Summary

As a Scheduling Specialist, you will play a vital role in ensuring appropriate staffing for our skilled nursing and assisted living communities. Working closely with the Scheduling Coordinator and clinical leadership, you will develop and maintain employee schedules, coordinate staffing coverage, support payroll and attendance processes, and ensure compliance with staffing regulations, collective bargaining agreements, and organizational policies. This high-visibility position requires exceptional organization, communication, and problem-solving skills in a fast-paced healthcare environment.

Key Responsibilities

• Staff Scheduling: Create and maintain employee schedules while ensuring compliance with staffing guidelines, collective bargaining agreements, and organizational policies.
• Staffing Coordination: Arrange coverage for call-ins, vacations, leaves of absence, and other staffing needs to maintain appropriate staffing levels based on resident census and employee availability.
• Regulatory Compliance: Support compliance with healthcare staffing requirements, including CMS, PBJ reporting, and applicable state and federal employment laws.
• Administrative Support: Accurately process employee time and attendance records, assist with payroll preparation, leave management, and policy compliance.
• Communication: Serve as a resource for employees and leaders by responding to scheduling questions, staffing concerns, and payroll-related inquiries.
• Scheduling System Management: Utilize computerized scheduling software to make schedule adjustments and maintain accurate staffing records.
• Attendance Support: Assist clinical leadership with attendance monitoring and progressive discipline processes.
• Position Management: Support recruitment activities by assisting with job postings, tracking candidate status, and position management.
• Reporting & Recordkeeping: Maintain seniority lists, create spreadsheets, assist with reporting, and ensure confidentiality of employee information.
• Continuous Improvement: Support Grand Traverse Pavilions' mission by promoting quality improvement initiatives, workplace safety, and organizational excellence.

Qualifications

• Education: High School diploma or equivalent required.
• Experience: Minimum of one year of office or administrative experience required. Experience in healthcare, senior living, or a related field is preferred.
• Technical Skills: Intermediate proficiency with Microsoft Office Suite and the ability to learn and effectively utilize Smartlinx scheduling/HRIS software.
• Skills: Strong organizational, communication, and interpersonal skills with the ability to manage multiple priorities, maintain confidentiality, and work effectively under pressure.

Working Conditions

• Ability to sit for extended periods while performing administrative duties.
• Frequent computer use, including typing and screen-based work.
• Occasional overtime may be required during periods of increased staffing activity.
• May occasionally lift or move items weighing up to 25 pounds.

Why Grand Traverse Pavilions?

Join a team that is committed to delivering exceptional care while supporting employees through a collaborative and professional work environment. We offer competitive pay, comprehensive benefits, opportunities for professional growth, and the chance to make a meaningful impact every day.

Grand Traverse Pavilions is an equal opportunity employer.

We celebrate diversity and are committed to creating an inclusive environment for all employees.