JOB DESCRIPTION: SCHEDULING COORDINATOR
Company: Major Staffing LLC
Location: Remote
Reports To: Operations Director
Employment Type: Full-Time, Non-Exempt (Hourly)
Position Summary
The Scheduling Coordinator is the vital operational hub of Major Staffing, ensuring the seamless connection between our healthcare facility partners and our clinical staff. This role is responsible for the accurate, efficient, and proactive scheduling of all nursing and clinical personnel (RNs, LPNs, CNAs, CMAs) across multiple client sites. The ideal candidate is a master multi-tasker with exceptional communication skills, a problem-solving mindset, and a deep commitment to reliability—ensuring every shift is filled with the right professional, every time.
Essential Duties & Responsibilities
1. Primary Scheduling & Staffing Operations (80%)
- Proactive Shift Management: Monitor and manage all open shift requests from client facilities via phone, email, and staffing platforms.
- Strategic Staff Matching: Match qualified nursing staff to open shifts based on skills, credentials, location, facility requirements, and nurse preferences/availability.
- Real-Time Communication: Serve as the primary point of contact for clinical staff regarding shift availability, confirmations, cancellations, and scheduling questions via phone, text, SMS app (GroupMe), and email.
- Dispatch & Coordination: Execute last-minute and on-call staffing needs, ensuring a response time of under 30 minutes for urgent requests.
- Platform Management: Maintain 100% accuracy of all schedules within the platforms and client-specific scheduling portals. Update shift statuses (filled, pending, cancelled) in real-time.
- Shift Swap Oversight: Administer and approve staff shift swaps and drops in accordance with company policy, ensuring no violation of overtime rules or facility contracts.
- Attendance Tracker Ownership: Serve as the sole administrator of the Attendance & Tardy Tracker. Update daily with tardies, call-offs, and early departures based on facility reports and shift logs.
- Facility Needs Checks (Monday/Wednesday/Friday): Proactively call or email every facility with open shifts in the next 7 days to confirm which shifts are still needed.
- Weekly Calendar Confirmation: Every Monday, export the full month's schedule for each facility and send to facility contacts. Request confirmation of match with their internal schedule. Resolve discrepancies within 24 hours.
2. Compliance & Administrative Coordination (15%)
- Credential Verification: Confirm staff compliance before dispatch by verifying active licenses, BLS/CPR certification, and completion of mandatory trainings (e.g., BBP, HIPAA) in conjunction with the Administrative Assistant (who maintains compliance trackers).
- Documentation & Recordkeeping: Maintain meticulous digital records of all shift confirmations, call logs, and facility communications. Organize and file facility-specific orientation confirmations.
- Payroll Support: Provide accurate shift completion reports to the payroll department, noting any special pay rates (holiday, overtime, on-call standby).
- Issue Resolution: Triage and escalate scheduling conflicts, staff performance concerns reported by facilities, or credentialing issues to the appropriate manager (DOO or HR).
3. Relationship & Service Support (5%)
- Client Liaison: Build and maintain positive, professional relationships with facility contact points (nursing supervisors, unit managers).
- Staff Support: Foster a supportive and responsive relationship with Major Staffing's clinical employees, acting as their main scheduling resource.
- Process Improvement: Identify and suggest improvements to scheduling workflows, communication tools, or software use to enhance efficiency and fill rates.
Required Qualifications
- Education: High School Diploma or GED required. Associate's or Bachelor's degree in Business Administration, Healthcare Administration, Communications, or related field preferred.
- Experience: Minimum of 2 years of experience in scheduling, staffing coordination, dispatch, or a high-volume administrative/customer service role. Healthcare staffing experience is a significant plus.
Technical Skills:
- High proficiency with scheduling software, Google Workspace (Gmail, Sheets, Docs), and Microsoft Office.
- Ability to quickly learn new client vendor management systems (VMS).
- Comfortable operating multiple communication channels simultaneously (soft phone, SMS, business messaging apps).
Core Competencies:
- Organizational Mastery: Ability to prioritize a high volume of time-sensitive tasks in a fast-paced environment.
- Communication Excellence: Exceptional verbal and written communication skills. Professional, clear, and empathetic under pressure.
- Problem-Solving: Resourceful and calm in resolving last-minute scheduling crises.
- Detail-Oriented: Unwavering attention to accuracy in all scheduling and data entry.
- Proactive Communication: Ability to initiate facility needs checks on a set cadence (Monday/Wednesday/Friday) without prompting.
- Attention to Calendar Accuracy: Unwavering commitment to ensuring Major Staffing's schedule matches facility schedules 100%.
- Discretion: Ability to handle confidential employee and client information with integrity.
Working Conditions & Physical Requirements
- This is a remote position. Candidate must have a dedicated, quiet workspace free from distractions.
- Must have reliable high-speed internet connection and a personal computer meeting company security standards.
- Extended periods of computer use and phone communication.
Performance Metrics
The Scheduling Coordinator will be evaluated on:
- Shift Fill Rate: Target >95% of open shifts filled within facility-required timeframe.
- Scheduling Accuracy: >99% accuracy of shifts entered.
- Response Time: Average response time to facility requests and staff inquiries under 15 minutes during scheduled hours.
- Attendance Tracker Accuracy: 100% of tardies, call-offs, and early departures documented within 24 hours of shift.
- Facility Needs Check Compliance: 100% of facilities with open shifts contacted on Monday, Wednesday, and Friday.
- Calendar Confirmation Compliance: 100% of facilities receive monthly calendar confirmation every Monday; discrepancies resolved within 24 hours.
- Compliance Adherence: 100% verification of staff compliance status prior to shift confirmation (using Administrative Assistant's trackers).
- Facility Satisfaction: Positive feedback from client partners on reliability and communication.
Systems & Tools Management
The Scheduling Coordinator is the primary administrator for:
- Scheduling Platform(s) & Client VMS Portals
- Attendance & Tardy Tracker
- Staff Phone & Contact Database (view only; updates coordinated with Admin Assistant)
Major Staffing LLC is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
Job Type: Full-time
Pay: $20.00 - $30.00 per hour
Experience:
- scheduling or coordinator: 2 years (Required)
Location:
Shift availability:
- Night Shift (Preferred)
- Day Shift (Preferred)
Work Location: Remote
