Clinicial Operations Coordinator/ Staffing Scheduler

Retirement Unlimited is a premier Independent Living, and Assisted Living Community, that is seeking a Wellness Staffing Coordinator to join our team!

The Staffing Coordinator provides oversight and maintenance of the clinical staff schedule, addresses call-outs, and supports Care Impact intake and schedule. The Wellness Coordinator manages the scheduling and oversight of care department staff to ensure an adequate staffing mix aligned with budgeted staffing requirements. Responsible for clinical supply orders, maintaining spend-down within budget.

• Manage clinical and Care Impact schedules for the community.
• Ensure supplies are ordered timely and within budget.
• Performs other duties as assigned by supervisor.
• Interacts with employees to cover daily staffing requirements.
• Secures coverage for vacancy shifts, open positions, and vacations, as dictated by the Director of Clinical Services.
• Track supply inventory and anticipate the needs of new residents with orders
• Maintain supply storage in a clean and organized manner
• Oversee supply budget and track Clinical spend-down.
• Maintain and foster relationships with vendors
• Create and maintain clinical master and daily schedules per state guidelines/requirements.
• Address callouts in a timely manner to ensure proper staffing.
• Manage the schedule database system to ensure it is properly maintained and accurate.
• Track attendance issues and recommend corrective actions to the supervisor per policy.
• Keep the Supervisor updated in regard to any known or suspected scheduling conflicts, PTO requests, LOA, etc…
• Communicate with new hires during the onboarding process of orientation schedule and status.
• Support Supervisor with interviewing potential new hires.
• Assists in training new employees.

What can RUI offer you?

• Pleasant Teamwork Environment
• Hands-On Immersive Training and Learning experiences
• Resort-style Community
• Supportive Corporate Team
• Medical, Dental, Vision, Life, and Pet insurance
• Tuition Reimbursement & College Partnerships
• Referral Bonus Program
• 401K with company match
• Free Meal Daily
• Competitive Wages
• Many Opportunities for Growth and Development

Being an RUI team member means having the opportunity to be something more than an employee. Great possibilities lie ahead – to grow as a person and in your career. To live The RUI vision of delivering a lifestyle our residents have earned and deserved. It’s an opportunity to become your personal best.

The Clinical Operations Coordinator supports the Director of Clinical Services in overseeing the daily operations of the Nursing Department, including clinical staffing, scheduling, supply management, team member development, and supervision of Certified Nursing Assistants (CNAs) and Medication Technicians (Med Techs). This position provides leadership and operational support to ensure appropriate staffing levels, regulatory compliance, quality resident care, and effective utilization of departmental resources. The Clinical Operations Coordinator participates in the Nursing Department's on-call rotation and serves scheduled Nursing Manager on Duty (MOD) shifts, providing leadership, operational oversight, and support to team members during assigned periods

Essential Functions: Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

ESSENTIAL FUNCTIONS & JOB RESPONSIBILITIES

· Provide daily operational oversight, guidance, and direction to CNAs, Med Techs, and other assigned clinical team members.

· Monitor team member attendance, performance, productivity, and compliance with RUI policies and departmental expectations.

· Support the DCS with coaching, corrective actions, performance evaluations, and employee development.

· Identify performance concerns, staffing challenges, and opportunities for improvement, implementing appropriate follow-up actions.

· Promote a positive Nursing Department culture focused on accountability, teamwork, communication, and quality resident care.

· Assist with interviewing, hiring recommendations, and retention initiatives for clinical team members.

· Coordinate and oversee clinical staff education, training, and professional development programs for CNAs and Med Techs.

· Support new hire orientation, onboarding, and ongoing education to ensure team members are prepared to deliver quality resident care.

· Monitor required training completion through Relias and ensure compliance with RUI policies and Virginia regulatory requirements.

· Coordinate initial and annual clinical competency assessments, skills validations, and required certifications with appropriately qualified clinical leaders.

· Facilitate or coordinate in-service training on infection prevention, medication management, fall prevention, dementia care, resident rights, and abuse and neglect prevention.

· Identify training needs based on performance concerns, resident incidents, regulatory findings, and departmental quality improvement initiatives.

· Maintain accurate training records, competency documentation, and education schedules to support regulatory compliance.

· Partner with the DCS and HR Manager to monitor new hire training, 30/60/90-day reviews, and ongoing team member development.

· Develop and maintain clinical schedules for CNAs and Med Techs aligned with resident care needs, staffing requirements, and approved labor budgets.

· Coordinate daily staffing coverage, callouts, schedule adjustments, shift vacancies, and time-off requests.

· Utilize OnShift to monitor staffing levels, overtime, labor utilization, and scheduling efficiency.

· Proactively address staffing shortages while minimizing unnecessary overtime and agency utilization.

· Partner with the DCS to evaluate staffing patterns, resident census, and changing departmental needs.

· Monitor attendance concerns, including tardiness, absenteeism, and no-call/no-show incidents, in coordination with the DCS and HR Manager.

· Support recruitment, onboarding, and retention efforts to maintain a stable clinical workforce.

· Oversee ordering, inventory management, storage, and distribution of clinical supplies necessary for daily Nursing Department operations.

· Monitor supply levels and ensure essential clinical materials are available to support resident care.

· Maintain accountability for supply expenditures and ensure compliance with approved departmental budgets.

· Ensure clinical supplies are properly stored and maintained in accordance with safety and infection prevention standards.

· Participate in the Nursing Department's established on-call rotation, including evenings, weekends, and holidays as assigned.

· Serve scheduled Nursing MOD shifts to provide leadership, operational oversight, and support to clinical team members.

· Respond to staffing emergencies, unexpected call-outs, resident care concerns, and departmental operational issues.

· Provide guidance to CNAs and Med Techs regarding departmental procedures, resident safety, and operational expectations.

· Escalate significant clinical concerns, resident incidents, and staffing emergencies to the DCS or appropriate licensed clinical leadership.

· Provide direct resident care and work as a CNA or Med Tech when necessary to support staffing needs and maintain continuity of resident care.

· Assist with resident care assignments, activities of daily living (ADLs), medication administration, and other clinical responsibilities within the scope of the position's certifications, training, and qualifications.

· Provide floor coverage during staffing shortages, unexpected call-outs, emergencies, or periods of increased resident care needs.

REQUIREMENTS

· High school diploma or GED required; additional education in nursing, healthcare administration, or a related field preferred.

· CNA or Registered Medication Aide (RMA) certification with relevant leadership experience may be considered

· Experience in healthcare & senior facilities.

· Experience with Microsoft Office

Work Environment:

· Indoor with adequate lighting and ventilation, carpet, tile, concrete floors. May include outdoor or public activities or attending recreational events with residents.

Physical Demands: The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. The physical demands of this position include:

· Standing, sitting, walking, changing of position, reaching, extending hands & arms, reach across midline, crouching, balancing, kneeling, stooping, bending, lifting or carrying 25 lbs. & push and pull 50 lbs.

Sensory Demands:

· Auditory: to hear and understand verbal request,

· Visually: be able to read necessary information to complete work tasks,