Staffing and Scheduling Coordinator

At Mahaska Health the primary role of the Staffing and Scheduling Coordinator is to be responsible for developing, maintaining, and coordinating staffing schedules for the Medical Group, including Family Medicine, specialty clinics, Oncology, and Infusion Services. This position ensures appropriate staffing coverage to support safe, efficient, and patient-centered care while balancing operational needs, productivity expectations, and staff availability. The coordinator collaborates closely with clinic leadership and staff to manage schedule changes, time-off requests, and staffing adjustments, while maintaining compliance with organizational policies and applicable labor regulations.

Essential job responsibilities include but are not limited to,

• Develop and maintain nurse staffing schedules for entire Medical Group.
• Ensure appropriate staffing levels to meet patient care demands, provider schedules, and operational requirements.
• Coordinate staffing assignments, float coverage, and schedule adjustments for vacations, leaves of absence, education, and unexpected absences.
• Monitor staffing patterns and identify opportunities to improve efficiency, consistency, and resource utilization.
• Process and track employee time-off requests in accordance with departmental policies and staffing guidelines.
• Communicate schedule changes and staffing updates to clinic leadership and affect staff in a timely manner.
• Collaborate with leaders to address staffing shortages and recommend solutions to maintain adequate coverage.
• Maintain staffing records, schedule templates, and related reports.
• Assist with onboarding schedules for new employees and coordinate orientation assignments.
• Support payroll preparation by verifying schedules, hours worked, and attendance information as requested.
• Generate reports and provide data pertaining to staffing and scheduling metrics.
• Ensure scheduling practices comply with organizational policies, labor standards, and regulatory requirements.
• Serve as a central resource for staff and leaders regarding scheduling procedures and staffing guidelines.
• Participate in process improvement initiatives related to scheduling and workforce management
• Be flexible and able to multi-task; can work within an ambiguous, fast-moving environment, while also driving toward clarity and solutions; demonstrated resourcefulness in setting priorities.

Job Requirements include but are not limited to,

• Associate degree or equivalent experience in healthcare administration, business, or related field preferred.
• A graduate from an accredited medical assistant program and currently certified as a Medical Assistant in the state of Iowa, OR
• Two (2) years of scheduling, staffing coordination, administrative experience, or clinic setting experience preferred.
• Experience coordinating schedules for multiple departments and disciplines preferred.
• Proficiency with scheduling software, payroll systems, and Microsoft Office applications.
• Strong organizational skills with the ability to manage multiple priorities and deadlines.
• Excellent communication and interpersonal skills.
• Ability to analyze staffing needs and make sound decisions within established guidelines.
• High attention to detail and accuracy.
• Knowledge of healthcare operations and clinical staffing requirements preferred.