Staffing & Schedule Coordinator

Pay Range: $25 to $28

JOB CULTURE

The Masonic Homes of California are committed to a culture of Leadership. Our culture is to provide superior service to members residents and staff through a sound and progressive model of service and care which aligns our mission vision and operations. We demonstrate excellence in core services and place value on high quality job performance professional development effective time management budget management workplace safety and resident/employee satisfaction. We are dedicated to disciplined innovation and continuous quality improvement we are a learning company. We are committed to sharing our knowledge and being an organization that attracts the best and brightest talent. We are team-oriented caring and honest.

JOB SUMMARY

Under the general supervision of the Administrator the Staffing & Scheduling Coordinator performs a wide range of administrative scheduling and payroll related duties. This role ensures accurate staffing coverage timely timesheet preparation and compliance with state and federal reporting requirements.

POSITION SUMMARY

The Director of Nursing Services (DON) is responsible for the overall leadership management and clinical performance of the nursing department. The DON ensures delivery of high-quality resident care regulatory compliance staff development and continuous quality improvement. This role carries full accountability for nursing operations and works in close partnership with the Administrator and interdisciplinary leadership team.

ESSENTIAL FUNCTIONS

• Prepare and format general office correspondence including reports memos forms policies and procedures.
• Develop and maintain the monthly schedules for all licensed nurses and certified nursing assistants.
• Publishes schedule two weeks prior to the start of the schedule in Workday TimeKeeping.
• Prepare and distribute the daily assignments for all licensed nurses and certified nursing assistants to each floor.
• Utilize Workday Open Shift Board to fill scheduling gaps cover absences PTO coverage etc.
• Prepares the daily staffing log and posts it on all floors.
• Maintains employee attendance and tardiness records provides attendance detail report every month to DON or SNF Administer for performance actions.
• Review and audit timecards daily; identify and report discrepancies immediately to the Administrator and the Director of Nursing (or Assistant Director of Nursing) for approval.
• Ensure accuracy of timesheet for DON/Administrator approval and submission for payroll processing.
• Prepares and maintains a variety of reports for management and audits ie Annual DHPPD Audits.
• Prepares all state and federal requirements such as the daily reporting of the DHPPD (CDPH 612 & CDPH 530).
• Manage all registry documentation including credentials of staff certifications/licensures signatures for mandatory forms verification of hours for DHPPD and payment/invoicing purposes.
• Collaborate with the Administrator and Director of Nursing (or ADON) regarding approvals for any PTO requests and any time of requests.
• Stay updated on Workday TimeKeeping processes.
• Respond promptly to payroll questions and coordinate resolution with the Payroll Department.
• Pick up paychecks/paystubs at the Payroll Office/Head Building every other Thursday and distribute them to the team members.
• Answer and route phone calls and communicate messages to the appropriate people.
• Responsible for the organization and cleanliness of the office. Orders supplies and forms as needed.
• Regular attendance and punctuality.
• Attendance at mandatory department meetings and in-service training.
• Train and orient new team members on timekeeping procedures.
• Receives all call-off phone calls from team members and is responsible for finding replacements for the call offs using Open Shift Board.
• Performs other duties as assigned by the Administrator Director of Nursing or Assistant Director of Nursing.

SKILLS ABILITIES AND EXPERIENCE

Minimum of 2 years of payroll processing experience is required.

• Experience in healthcare staffing or scheduling preferred.
• Proficiency in Workday required; Kronos experience is a plus.
• Strong knowledge of Microsoft Office and database systems.
• Strong organizational and multitasking skills.
• Knowledge of basic labor laws and payroll practices.
• Ability to exercise good judgment and work independently.
• Excellent verbal and written communication skills and the ability to manage and work in a multicultural setting.
• Attention to detail.
• Time management and prioritization.
• Confidentiality and professionalism.

EDUCATIONAL REQUIREMENTS/LICENSES/CERTIFICATES

Any combination of education and experience that would provide the necessary knowledge and abilities listed typically:

• AA Degree preferred or equivalent experience.

At the Masonic Homes you will have the opportunity to combine your passion for helping people and high ethical standards with the opportunities to advance your career.

In return for your skills and passion we offer:

• Competitive compensation and bonus opportunities
• Comprehensive health and wellness benefits
• Generous 401(k) contributions
• Tuition reimbursement and professional development support
• Collaborative mission-driven work environment

Required Experience:

IC