Staffing Coordinator

Role Summary

The Staffing Coordinator serves as a core member of the Staffing Operations team, responsible for executing daily scheduling logistics and supporting workforce coordination across multiple facilities. Working under the direction of the VP, Staffing Coordination, this role ensures consistent staffing coverage, efficient allocation of respiratory therapists, and seamless communication between clinical teams and leadership.

This position plays a critical role in maintaining operational continuity in a 24/7 healthcare environment. The ideal candidate is highly organized, responsive, and capable of managing real-time staffing challenges while maintaining accuracy and professionalism. This role also emphasizes proactive relationship-building with clinical staff to enhance scheduling effectiveness, improve engagement, and support long-term workforce stability.

Key Responsibilities

Scheduling & Workforce Coordination

• Execute daily scheduling operations for mobile respiratory therapists and ventilator units across assigned facilities

• Manage call-outs, open shifts, and last-minute coverage needs to ensure uninterrupted service delivery

• Align staff assignments based on clinical competency, availability, and facility-specific requirements

• Assist in building and maintaining six-week schedules in coordination with leadership

Communication & Staff Support

• Serve as a primary point of contact for scheduling-related inquiries, changes, and urgent needs

• Communicate assignments, updates, and expectations clearly to respiratory staff

• Prepare staff for multi-facility assignments and reinforce scheduling policies and expectations

• Proactively develop and maintain strong relationships with respiratory staff to understand individual strengths, preferences, and reliability

• Leverage these relationships to optimize staffing decisions, improve shift coverage, and reduce call-outs

• Foster a fair, consistent, and transparent scheduling approach that supports staff engagement and retention

• Escalate complex staffing challenges to the VP, Staffing Coordination as appropriate

Operations & Data Management

• Maintain accurate and real-time scheduling data within systems (e.g., Skedulo/Salesforce or equivalent)

• Track staff availability, credentials, preferences, and compliance requirements

• Document staffing activity including shift coverage, PTO, and vacancy trends

• Generate routine reports on staffing coverage, gaps, and operational performance

Cross-Functional Coordination

• Collaborate with HR on onboarding logistics, including orientation scheduling and credential tracking

• Coordinate with regional managers and facility leadership to align staffing needs

• Support internal initiatives related to scheduling optimization, workforce planning, and process improvement

Administrative Support

• Maintain organized records of staffing operations, certifications, and compliance documentation

• Assist with scheduling-related meetings, communications, and workflow coordination

• Support broader staffing operations initiatives as directed by leadership

Performance Expectations

• Maintain high shift fill rates and minimize open coverage gaps

• Reduce call-outs and last-minute coverage issues through proactive staff engagement

• Ensure accuracy and timeliness of scheduling data and reporting

• Demonstrate strong responsiveness to staff and facility needs

• Contribute to improved staff satisfaction and retention through effective scheduling practices

Required Qualifications

• Two years of healthcare staffing experience required

Strong organizational skills with high attention to detail

• Ability to manage multiple priorities in a fast-paced, real-time environment

• Excellent verbal and written communication skills

• Proficiency in Microsoft Office (Excel, Outlook, Word) and scheduling platforms

• Ability to remain composed and solution-oriented under pressure

• Flexibility to support a 24/7 operation, including occasional on-call responsibilities

Preferred Qualifications

• Prior experience in healthcare staffing or clinical scheduling

• Familiarity with respiratory therapy workflows or clinical environments

• Experience with workforce management or scheduling systems (e.g., Skedulo, Kronos, UKG)

• Understanding of multi-site staffing coordination

Ideal Candidate Profile

• Highly organized and detail-driven with strong follow-through

• Proactive communicator who can coordinate across teams and levels of leadership

• Comfortable working with sensitive workforce and scheduling information

• Adaptable and responsive in a dynamic, high-demand environment

• Able to balance structure with flexibility in a 24-hour operation

Work Environment & Expectations

• Supports a continuous (24/7) staffing model requiring flexibility in scheduling

• May require occasional evening, weekend, or on-call coverage

• Works closely with clinical and operational leadership to ensure staffing excellence