Staffing Coordinator at Aviara Healthcare Center in Encinitas, California

Job Description:

Job Title: Staffing Coordinator

Position Summary:

The Staffing Coordinator plays a vital role in ensuring the smooth and efficient operation of staffing and scheduling for the nursing department. This position is responsible for coordinating staff schedules, tracking attendance, and supporting the overall staffing needs of the facility. The ideal candidate will have strong organizational skills, attention to detail, and the ability to work effectively with diverse teams.

Key Responsibilities:

Staffing and Scheduling:

• Maintain and update employee contact information, ensuring the business office has the most current department manager details.


• Track employee attendance, including tardiness and absenteeism, and report trends to the Director of Nursing (DON).


• Collaborate with the Human Resources Director and DNS to schedule modified work duties based on employee restrictions.


• Create, update, and post monthly nursing schedules, ensuring appropriate coverage across all units.


• Address staffing variances and consult with DON to ensure any scheduling issues are resolved efficiently.


• Assist nursing staff in completing scheduling-related forms (e.g., time cards, leave requests).


• Coordinate with nursing department staff to meet staffing needs, resolve issues, and improve services.


• Communicate staffing updates to nursing supervisors and unit managers.

• Assist with maintaining accurate nursing department records, including employee files and certification statuses.


• Ensure compliance with facility policies and regulations regarding staffing, timekeeping, and employee documentation.


• Prepare and maintain staffing reports and assist with various administrative tasks as needed.


• Handle inquiries from applicants and coordinate interviews, ensuring timely communication and accurate scheduling.

• Foster a supportive and positive environment for nursing staff, ensuring clear communication and effective teamwork.


• Assist with the onboarding of new hires, including orientation scheduling and ensuring necessary documentation is complete before orientation.


• Support the maintenance of attendance records and assist with performance appraisals and employee feedback.

• Participate in facility committees (e.g., safety, recruitment, and retention) as required.


• Prepare and present staffing-related reports to committees and contribute to implementing committee recommendations.

• Report unsafe conditions and ensure compliance with safety policies and procedures in the workplace.


• Ensure office equipment is used safely and that work areas are kept clean and organized.

• Perform additional duties as assigned by the DNS or other nursing leadership to support department needs and improve operational efficiency.

Education and Experience:

• High school diploma or equivalent required.


• Previous experience in a healthcare or staffing coordination role is a plus.

• Excellent verbal and written communication skills.


• Strong organizational skills and attention to detail.


• Ability to handle multiple tasks and prioritize effectively in a fast-paced environment.


• Proficient in basic math (e.g., fractions, percentages) and scheduling software.

• Team-oriented with the ability to work independently when needed.


• Demonstrated ability to work calmly and effectively in high-pressure situations.


• Compassionate, tactful, and professional when dealing with staff, residents, and family members.


• Strong problem-solving skills and a proactive approach to addressing staffing needs.

• Ability to move throughout the facility, occasionally lifting up to 25 pounds.


• Must be able to handle mental and emotional stress and work effectively with diverse populations.


• May be required to work beyond regular hours, including weekends, holidays, and in emergency situations.

• The role involves frequent interaction with nursing personnel, residents, families, and external agencies.


• You will work in various areas of the nursing department, including nurses' stations, resident rooms, and office spaces.


• The environment may involve exposure to medical equipment, potentially hazardous materials, and emotionally charged situations.

• This job description is a general overview of responsibilities and may evolve based on the facility's needs. Management reserves the right to modify or expand job duties as necessary.


• Candidates must maintain confidentiality and comply with HIPAA regulations.