Staff Scheduling Analyst

The Staff Scheduling Analyst is responsible for auditing the scheduling system to ensure standards and compliance are maintained, efficient and effective use of scheduling software, analyzing staffing and coverage needs across patient-facing roles, support building and optimizing schedules, and producing reports that support leadership decision-making. This role requires close partnership with department and clinic leadership to troubleshoot scheduling issues, identify coverage gaps, and align scheduling practices with operational and patient care needs. The Analyst collaborates with EPIC Cadence Analyst and Human Resources to support scheduling system administration.

Scheduling System Auditing & Standards

• Conduct regular audits of the scheduling system to ensure compliance with established standards, workflows, and organizational procedures.
• Identify scheduling discrepancies, configuration errors, and deviations from standards; document findings and recommend corrective actions.
• Monitor adherence to scheduling standards across departments and clinics; escalate non-compliance issues to leadership.
• Partner with Human Resources and IT to ensure scheduling system configuration aligns with workforce policies and regulatory requirements.
• Participate in the development and maintenance of scheduling procedures, staffing ratios, standards, and best practices documentation.

Staffing & Coverage Analysis

• Analyze system staffing data to evaluate coverage needs, identify gaps, and assess alignment with patient care demands and operational requirements.
• Manage open shifts and shift swaps approvals in collaboration with local leadership to ensure staffing coverage.  
• Review staffing ratios, float pool utilization, and per diem deployment patterns to identify trends and improvement opportunities.
• Evaluate time-off requests against minimum staffing levels; provide data-driven recommendations to leaders when requests risk minimum staffing.  
• Model and project future staffing needs in support of long-term operational and workforce planning.

Schedule Building & Leader Support

• Support building, reviewing and maintenance of 90-day schedules in scheduling software, aligned with EPIC template builds; submit to leaders for review prior to finalizing and publishing.
• Support leaders in troubleshooting scheduling issues, resolving conflicts, and navigating system functionality within UKG and related platform and escalate as needed.
• Serve as a scheduling system subject matter expert; provide training, guidance, and ongoing support to staff and leaders on system use and scheduling processes.
• Support leaders in adjusting schedules to meet coverage requirements.
• Participate in testing and implementation of system upgrades or configuration changes; collaborate with Human Resources on user access and role configuration.
• Participate in testing and implementation of system upgrades or configuration changes.
• Communicate scheduling updates, coverage changes, and system issues promptly to all relevant stakeholders and escalate issues as needed.

Reporting & Data Distribution

• Build, maintain, and distribute scheduled and ad hoc reports covering clinic schedules, staffing trends, overtime, coverage gaps, utilization, and schedule compliance.
• Develop scheduling and staffing data reports into clear, actionable insights that support leadership decision-making at the department and organizational level.
• Collaborate with department and clinic leaders to share reporting findings, develop long-term coverage strategies, and drive continuous improvement in scheduling practices.

Work Experience: Minimum of 2 years in healthcare operations, staffing, scheduling and data analysis required. Experience with workforce management or staff scheduling software required; UKG Workforce Management experience strongly preferred. 

Education, certification and licensure: Requires an associate’s degree or higher; a bachelor’s degree in healthcare administration, business, or a related field preferred. High school diploma with equivalent experience may be considered.

Skills & Knowledge: Strong analytical and critical thinking skills with the ability to interpret staffing data and identify trends. Proficiency in Microsoft Office Suite, particularly Excel, for data analysis and reporting. Experience with scheduling platforms and workforce management systems required. Excellent communication and interpersonal abilities. Strong organizational and time-management skills with attention to detail. Ability to work independently, manage competing priorities, and support multiple leaders simultaneously.

Who We Are

Mosaic Community Health prides itself on being an innovative health system that pioneers unique and creative ways to provide and improve patient access to health care. Since our founding in 2002 we have proudly served insured and uninsured patients regardless of age, ethnicity, or income.

We focus on a holistic approach to patient care by incorporating behavioral health, pharmacy, and nutrition support to serve patients in the most meaningful way. At Mosaic Community Health, you will work with incredibly dedicated and mission-centered peers and be part of a dynamic team based environment.

Mosaic Community Health offers more than just a job, it is a lifestyle. A lifestyle of serving others. A lifestyle of being an integral part of your community. A lifestyle that offers work/life balance. A lifestyle of enjoying the outdoors! Central Oregon offers over 300 days of sunshine a year, so enjoy a PTO day on the mountain, biking/hiking trails, or the river! A lifestyle that improves lives, including yours. Of course, we also offer a great benefit package!