Staffing Coordinator / Scheduler

About the role

SERV, a well-established leader in behavioral healthcare in New Jersey, supports people with mental illness and/or intellectual/developmental disabilities as they achieve greater independence and life satisfaction through a wide range of services. The Staffing Coordinator supports a culture of safety and quality while controlling payroll costs. They keep all program sites fully staffed to support the proper care of individuals served.

Responsibilities

• Works closely with program leadership to manage the daily work schedules for all shifts;
• Creates, maintains and publishes schedules in the scheduling software; communicates shift coverage 24 hours in advance when possible;
• Verifies new employees’ schedules with program leadership during new hire orientation;
• Cross-references program staffing ratios with contracted staffing ratios; collaborates with program leadership to ensure sites are neither overstaffed nor understaffed;
• Anticipates staffing needs and reassigns staff as appropriate;
• Serves as point of contact for all staff call-outs and emergency PTO requests; manages coverage for unscheduled absences;
• Refers cases of excessive absenteeism to program leadership and Human Resources for corrective action;
• Actively manages staff coverage for scheduled client appointments;
• Develops and administers an equitable system to assign available overtime; monitors approaching overtime and makes adjustments as needed;
• Ensures that “Need for OT” documentation is consistently submitted by program leadership to justify and authorize needed overtime;
• Responds to requests for scheduled paid time off and requests to switch shifts;
• Monitors timesheets for exceptions and missed punches, works with program leadership to finalize time and attendance records and ensures a complete and accurate payroll file at least 24 hours before the close of payroll;
• Audits external camera footage and geofence data to ensure accuracy of timesheets, adequacy of staffing and compliance with attendance/punctuality requirements;
• Oversees assignment and proper utilization of per diem employees; makes recommendations for per diem staffing based on coverage needs;
• Monitors hours worked by per diem staff; makes sure minimum hours requirements are met and maximum hours are not exceeded;
• Assists with compliance enforcement for per diem staff; removes staff from schedule in the event of an expired credential, overdue training or policy noncompliance;
• Supports audits by assembling staff schedule records and time and attendance records requested by auditors or surveyors;
• Other duties as assigned or as necessary to meet organizational or departmental objectives.

Qualifications & Skills

• Acute attention to detail with excellent verbal and written communication skills;
• Computer skills including proficiency in Time and Attendance and Scheduling software, and MS Office (Outlook, Word & Excel);
• Excellent organizational and time management skills;
• Outstanding interpersonal skills and a collaborative and flexible style with a strong service mentality;
• The ability to earn trust and be perceived as a team player;
• Professionalism and high standards of integrity;
• Desire to work in a fast paced, mission-driven environment;
• Ability to run reports and analyze data in making decisions.

Requirements

• High School diploma;
• Associate's degree or higher preferred;
• 2 years’ healthcare scheduling experience preferred;
• Valid drivers’ license in the state of residence with a clean driving record.

Pay

$22.40 to $23.00 based on education and experience.