Staffing Coordinator

Position Overview

We are seeking a dependable, organized, and motivated Staffing Coordinator to coordinate caregiver and Personal Care Assistant (PCA) schedules for our home care agency. This position is responsible for matching qualified staff with clients, maintaining accurate schedules, filling open shifts, and ensuring authorized services are properly staffed.

The ideal candidate will have strong communication, organization, and problem-solving skills and be able to work efficiently in a fast-paced environment.

Key Responsibilities

• Coordinate and maintain daily and weekly schedules for caregivers and PCAs.
• Match qualified employees with clients based on authorized hours, care needs, location, availability, experience, and compatibility.
• Fill open shifts and arrange coverage for callouts, scheduling conflicts, vacations, and other staffing needs.
• Communicate schedules, assignments, changes, and client-specific instructions to field staff.
• Notify clients and families of schedule changes or staffing updates.
• Monitor employee clock-ins, clock-outs, missed visits, late arrivals, and incomplete shifts.
• Follow up promptly regarding scheduling concerns, missed visits, and employee attendance issues.
• Confirm that employees have completed all hiring and credentialing requirements before assigning them to clients.
• Work closely with the Human Resources Department regarding employee availability, qualifications, and eligibility for assignments.
• Maintain accurate client and employee information in the agency’s scheduling and electronic record systems.
• Ensure scheduled hours are consistent with clients’ service authorizations and plans of care.
• Monitor schedules to help reduce unnecessary overtime and scheduling errors.
• Coordinate schedules for new clients beginning services with the agency.
• Document staffing communications, schedule changes, callouts, and service interruptions.
• Report unresolved staffing issues, repeated attendance concerns, and service gaps to management.
• Provide professional and courteous assistance to clients, families, employees, case managers, and office staff.
• Assist with data entry, filing, telephone calls, emails, reports, and other staffing-related clerical duties.
• Participate in staffing meetings and provide updates regarding open cases and coverage needs.
• Perform additional staffing and administrative duties as assigned.

Required Qualifications

• Previous staffing, scheduling, customer service, administrative, or office experience.
• Strong communication, organization, data-entry, and problem-solving skills.
• Ability to manage multiple schedules and respond quickly to staffing changes.
• Ability to remain professional and calm when handling callouts, complaints, and urgent staffing needs.
• Excellent attention to detail and the ability to maintain accurate records.
• Ability to protect confidential client and employee information.
• Proficiency with email, Microsoft Office, electronic scheduling systems, and standard office equipment.
• Dependable attendance and the ability to work independently and as part of a team.

Preferred Qualifications

• Previous staffing or scheduling experience in home care, healthcare, or a related industry.
• Experience scheduling caregivers and PCAs.
• Knowledge of client authorizations, plans of care, electronic visit verification, and home care scheduling requirements.
• Experience using home care scheduling or electronic record software.
• Associate degree or relevant training in business administration, healthcare administration, or a related field.

What We’re Looking For

We are looking for a reliable and proactive professional who understands the importance of consistent staffing and uninterrupted client care. The successful candidate must be able to build positive working relationships, communicate effectively, and take initiative when resolving scheduling challenges.

We are an equal opportunity employer and consider qualified applicants without regard to race, color, religion, sex, national origin, age, disability, veteran status, or any other status protected by applicable law.