Staffing Coordinator (Healthcare)
Job Summary
Responsible for managing and coordinating the scheduling and timekeeping processes for all clinical units. Ensure that the surgery center operates efficiently by maintaining adequate staffing levels to support exceptional patient care. Collaborate with clinical leadership, Human Resources, and payroll teams to streamline workforce operations while maintaining compliance with all relevant regulations and internal policies.
Duties and Responsibilities
- Develop and maintain daily, weekly, and monthly schedules for all clinical departments, ensuring proper staff coverage to meet patient care needs.
- Respond to and resolve any schedule changes due to call-offs, vacations, or last-minute changes, and make necessary adjustments in real-time to prevent staffing shortages. There may be a need to work outside regular business hours to address urgent staffing needs.
- Minimize overtime while ensuring that all shifts are appropriately covered.
- Process and track vacation, sick leave, and other time-off requests, ensuring that clinical coverage is not disrupted.
- Approve or decline time-off requests in line with department policies and while meeting clinical staffing needs.
- Maintain a fair and transparent system for managing leave requests.
- Review and verify timecards for clinical staff, including regular hours, overtime, and shift differentials.
- Work closely with the payroll department to ensure accurate and timely processing of payroll.
- Investigate and resolve discrepancies in hours worked, leave, and pay.
- Act as the primary contact for clinical staff regarding schedules, time-off approvals, and payroll inquiries.
- Communicate any schedule changes, payroll updates, and policy modifications to staff in a clear and timely manner.
- Ensure adherence to all labor laws, healthcare regulations, and internal staffing policies.
- Generate reports on staffing levels, overtime, and attendance patterns for review by clinical leadership and administration.
- Work in partnership with department heads and nursing supervisors to forecast staffing needs based on surgery schedules and patient volume.
- Participate in planning for long-term staffing, especially during high-volume periods or in anticipation of employee leave or turnover.
- Apply knowledge of labor laws and regulations relevant to healthcare staffing.
Requirements and Qualifications
- Associate's degree in healthcare administration, business, or related field preferred.
- HS diploma or GED required
- Proven experience (2+ years) in an administrative support or similar role required.
- Demonstrated experience handling departmental staffing, scheduling, and payroll processes in a healthcare setting preferred.
- Working knowledge of scheduling and payroll systems such as Kronos or ADAP; Paycom strongly preferred.
- Computer skills required with minimum proficiency in Microsoft Word, Excel, Outlook, and Teams.
Physical Demands
- Manual and finger dexterity and eye-hand coordination to enter data and operate office equipment.
- Frequently remaining in a stationary position, often sitting for prolonged periods working on a computer, telephone, copy/fax machine, and other office equipment.
- Occasional standing and walking required.
- Occasional lifting and carrying items weighing up to 10 pounds.
Benefits
We offer a comprehensive benefits package that includes health (with employer contribution), dental, and vision insurance, employer paid base life, and other voluntary benefits*. Time off benefits include paid combined time off (CTO) and seven paid holidays, plus a floating holiday after one year of service. Retirement benefits include a 401(k) with company contribution and profit sharing after one year of service. Qualified team members become eligible to participate in medical benefits on the 1st of the month following date of hire, and retirement benefits after 90 days.
We also provide professional development opportunities, flexible work schedules, wellness incentives, healthy vending options, and relaxed dress code on Fridays. Our community-focused culture encourages participation in local events, fundraisers, and causes chosen by our team. We are committed to providing our employees with the resources they need to thrive both personally and professionally.
*Other voluntary benefits include Voluntary Short Term Disability, Long Term Disability, Critical Illness, Accident Insurance, Supplemental Life Insurance, and legal and identity protection and pet insurance
Who We Are
Excelsior Orthopaedics is a multi-specialty orthopedic practice that has been providing comprehensive care since 2002. We have multiple locations throughout the Western New York region and a free-standing ambulatory surgery center, Buffalo Surgery Center. Excelsior Orthopaedics offers a suite of in-house services including general orthopaedic evaluation and treatment, podiatry, physical & occupational therapy, nutrition counseling, sports training, outreach athletic training, orthopaedic express care, imaging, durable medical equipment, and an outpatient total joint program. Buffalo Surgery Center provides surgical and procedural treatments for orthopaedic, pain and spine, podiatry, total joint replacement, and gastrointestinal patients. Our mission is to transform the lives of our patients by restoring function and enhancing quality of life. We are committed to innovative care that is driven by patient needs and supported by the most skilled, experienced team in Western New York.
