Staffing Coordinator at Aviara Healthcare Center in Encinitas, California

Job Description:

Key Responsibilities

Staffing and Scheduling

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  Scheduling: Prepare and maintain the monthly nursing schedule to ensure adequate coverage across all units, taking into account employee requests, availability, and staffing needs.


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  Attendance Management: Track and report employee tardiness, absenteeism, and schedule variances. Collaborate with the Director of Nursing (DON) to address any attendance issues in line with facility policies.


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  Employee Support: Assist nursing staff in completing schedule-related forms (timecards, leave requests, etc.). Ensure newly hired staff have schedules and timecards prior to orientation.


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  Work Restrictions: Collaborate with the HR Director and DNS to accommodate modified duty employees according to work restrictions and company policies.

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  Recordkeeping: Maintain up-to-date records for all nursing department staff, including phone numbers, certifications, attendance, and performance-related documentation.


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  Communication: Handle employee and applicant inquiries regarding scheduling, staffing availability, and interviews. Prepare written correspondence as needed.


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  Reports: Assist in preparing and filing reports related to staffing and scheduling in accordance with facility policies. Provide regular updates and recommendations to the DNS regarding staffing concerns or improvements.

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  Problem Resolution: Work closely with nursing supervisors to identify and resolve staffing issues. Make recommendations to the DNS on ways to improve staffing efficiency and address problem areas.


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  Interdepartmental Collaboration: Develop and maintain positive working relationships with nursing staff, department heads, and other facility personnel to ensure smooth operations and effective staffing solutions.

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  New Hire Orientation: Ensure new nursing hires receive a thorough orientation schedule and have the necessary materials (timecards, schedules, etc.) before orientation.


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  Training: Assist with recordkeeping for in-service education and orientation programs, ensuring all staff are up-to-date with required certifications and training.


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  Licensing and Certification: Verify the credentials of new hires before orientation and maintain records for ongoing employee certifications.

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  Confidentiality: Safeguard employee and resident information by adhering to confidentiality policies, including safeguarding user IDs, passwords, and protected health information.


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  Safety and Sanitation: Report any unsafe conditions or equipment issues to supervisors and adhere to safety procedures when operating office equipment. Ensure work areas are clean and organized.

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  Committee Participation: Attend and contribute to various facility committees (safety, recruitment, retention) as required. Compile and present reports on staffing issues for committee review.

Education and Experience

• High school diploma or equivalent required; additional education or certification in healthcare administration or a related field preferred.


• CNA License strongly preferred


• Prior experience in staffing, scheduling, or administrative support within a healthcare setting is preferred.

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  Language Skills: Proficient in English, both written and verbal. Ability to communicate effectively with staff, residents, families, and external agencies.


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  Mathematical Skills: Ability to apply concepts like fractions, percentages, and ratios to practical staffing scenarios.


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  Problem Solving: Strong decision-making skills and the ability to identify and address staffing issues independently.


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  Teamwork: Collaborative and supportive approach, with a focus on building strong relationships with staff and other departments.

• Ability to move intermittently throughout the workday and lift up to 25 lbs.


• Must be able to handle emotional and mental stress associated with staffing and scheduling needs.


• Willingness to work in a variety of environments within the facility and attend to emergency situations as required.

• Regular interaction with nursing staff, residents, families, and other departments.


• Must be flexible and able to work beyond normal hours, including weekends and holidays, in response to emergency staffing needs.

The duties and responsibilities outlined in this description are not intended to be exhaustive and may be modified to meet the evolving needs of the facility. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the position.