Scheduling Coordinator

Job Description

Job Description

JOB DESCRIPTION

TITLE: Scheduling Coordinator

CLASSIFICATION: Administrative Specialist III

SALARY RANGE: $29,479 – 44,856

SUPERVISOR: Human Resources Director

DEFINITION:

This administrative position is responsible for coordinating and managing staffing schedules for mental health technicians, nursing staff, and PRN personnel across residential, crisis residential, and acute care programs. The Scheduling Coordinator utilizes the agency’s workforce management system (UKG) to create, monitor, and adjust schedules to ensure adequate staffing coverage while minimizing overtime.

The position serves as the central point of coordination for shift coverage, staff availability, leave tracking, and PRN staff utilization.

This is an on-call position and requires availability to respond to after-hours scheduling needs. An on-call stipend and cell phone stipend are provided.

DESCRIPTION OF DUTIES:

Scheduling and Workforce Coordination

• Develop, maintain, and manage staff schedules using the agency’s workforce management system (UKG).

• Ensure adequate staffing coverage for all mental health technician and nursing shifts in residential group homes, crisis residential, and acute care programs.

• Coordinate staffing coverage for call-outs, vacancies, and schedule changes using full-time, part-time, and PRN staff resources.

• Maintain and manage a PRN staffing pool to assist with shift coverage and minimize overtime.

• Monitor staffing levels and proactively identify potential coverage gaps.

PRN and Agency Staff Management

• Maintain an up-to-date contact list for PRN and agency staff available for scheduling.

• Coordinate PRN staff utilization to support program staffing needs.

• Track PRN staff activity and follow up with those who have not worked within a designated timeframe.

• Communicate with Human Resources regarding the status of agency and PRN staff to ensure accurate records and credentialing.

Timekeeping and Leave Coordination

• Track approved leave requests and ensure they are accurately incorporated into the staffing schedule.

• Work with program supervisors to address schedule conflicts, time-off requests, and staffing adjustments.

• Monitor overtime usage and coordinate schedule adjustments to minimize overtime when possible.

• Submit or obtain advance approval for overtime when necessary.

• Generate and provide monthly reports on overtime utilization and staffing trends.

Communication and Coordination

• Communicate scheduling updates to program directors and supervisors in real time.

• Notify program leadership of any scheduling concerns, staffing shortages, or coverage issues.

• Maintain organized systems for tracking schedules, vacancies, leave requests, and staffing needs.

• Serve as a liaison between program leadership, PRN staff, and Human Resources regarding staffing coverage.

After-Hours Scheduling Support:

Respond to after-hours calls from supervisors regarding call-outs or staffing needs.

• Coordinate replacement staff and arrange coverage using available PRN or agency personnel.

• Exhaust all available staffing options before notifying program leadership that a shift cannot be filled.

Professional Standards

• Maintain professional, courteous communication with staff, supervisors, and consumers.

• Ensure confidentiality and compliance with agency policies and procedures.

REQUIREMENTS:

Ability to organize and track information in a way that is easily communicated to multiple parties in real time.

Ability to communicate effectively and clearly.

Willingness to take call 24-7.

Proficiency with computers and Microsoft Office, particularly Excel, Outlook, and Word.

Knowledge in the use of spreadsheets, database, and other accounting software.

Ability to establish, develop, and maintain positive, effective working relationships with staff, governmental agencies, and other community organizations.

Ability to readily learn required procedures

QUALIFICATIONS:

Graduation or GED equivalent from high school plus two years related experience. Must hold a valid Alabama Driver’s license and maintain a driving record that is acceptable to the Authority’s insurance carrier. Must maintain liability coverage on personal vehicles.

Must hold and maintain a current Red Cross First Aid/CPR and CPI Certificate.