Scheduler

Scheduler

Optalis of Grand Rapids

Position Summary

The Scheduler is responsible for creating and maintaining accurate staffing schedules to ensure quality resident care while meeting operational needs. This role works closely with department managers, nursing leadership, and staff to maintain adequate staffing levels, coordinate schedule changes, and minimize overtime whenever possible. In addition to staffing responsibilities, the Scheduler manages resident appointment scheduling, transportation coordination, and central supply ordering to support the daily operations of the facility.

Essential Job Duties

Staff Scheduling

• Prepare, maintain, and publish nursing schedules for all nursing departments.
• Ensure appropriate staffing levels are maintained in accordance with facility census and staffing requirements.
• Fill open shifts by contacting available staff and utilizing the approved staffing process.
• Monitor attendance, call-ins, and schedule changes daily.
• Coordinate schedule requests, PTO, and shift swaps while maintaining adequate coverage.
• Work collaboratively with department managers to address staffing concerns.
• Maintain staffing records and update schedules within ADP or other scheduling software.
• Assist in reducing overtime and agency usage through effective scheduling practices.
• Communicate scheduling updates promptly and professionally to employees and leadership.

Central Supply Ordering

• Monitor inventory levels of medical and non-medical supplies.
• Order central supplies according to facility needs and budget guidelines.
• Receive, organize, and stock incoming supplies.
• Maintain organized storage areas and accurate inventory records.
• Work with department leaders to identify supply needs and prevent shortages.

Administrative Responsibilities

• Answer phones and assist employees, residents, families, and visitors professionally.
• Maintain confidentiality of employee and resident information.
• Prepare reports related to staffing, attendance, and scheduling.
• Assist with payroll preparation by ensuring schedules and timekeeping records are accurate.
• Support Human Resources and Nursing Leadership with staffing-related projects.
• Perform additional duties as assigned.

Qualifications

• High school diploma or GED required.
• Associate degree or administrative experience preferred.
• Previous scheduling experience in healthcare or long-term care preferred.
• Experience with ADP or similar scheduling/payroll software preferred.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Strong organizational and time management skills.
• Excellent communication and customer service skills.
• Ability to multitask and prioritize in a fast-paced healthcare environment.
• Ability to maintain confidentiality and professionalism at all times.

Knowledge, Skills & Abilities

• Strong attention to detail.
• Excellent problem-solving skills.
• Ability to work independently and collaboratively.
• Strong interpersonal and communication skills.
• Ability to adapt to changing staffing needs.
• Knowledge of staffing regulations and scheduling best practices is preferred.

Physical Requirements

• Prolonged periods of sitting, standing, and computer work.
• Occasional lifting of supplies up to 25 pounds.
• Ability to move throughout the facility as needed.

Work Schedule

• Full-time position.
• Hours determined by the needs of the facility.
• May require occasional weekend, holiday, or after-hours availability to address staffing emergencies.

Why Join Optalis of Grand Rapids?

At Optalis, we are committed to providing exceptional care while fostering a supportive and team-oriented workplace. The Scheduler plays a vital role in ensuring our residents receive quality care by maintaining efficient staffing, coordinating resident services, and supporting the daily operations of the facility.