Scheduler

Job Summary

The Scheduler is responsible for coordination and maintaining the daily and long-term schedules for direct care staff with the Sanford Behavioral Health facility. This role ensures adequate staffing to meet operational and patient care needs while adhering to organizational policies and labor regulations. This position also manages last-minute schedule changes due to call-outs and collaborates with department heads to address staffing challenges promptly.

Role and Responsibilities

• Creates and manages schedules for nursing and support staff.
• Ensures adequate coverage for all shifts, including weekends, holidays, and emergencies.
• Takes into consideration census in relation to staffing ratios.
• Coordinates with leadership to address specific staffing requirements.
• Responds promptly to staff call-outs, filling shifts with available personnel.
• Maintains a list of general staff availability for quick coverage.
• Communicates changes to affected team members and supervisors in a timely manner.
• Monitors staffing levels to ensure compliance with regulatory requirements.
• Minimizes overtime by efficiently balancing staff workloads.
• Anticipates and resolves potential scheduling conflicts.
• Acts as the primary point of contact for staff regarding schedule-related inquiries and adjustments.
• Notifies staff of open shifts, schedule changes, and various updates.
• Maintains clear and professional communication channels with all team members.
• Maintains accurate and up-to-date records of schedules, call-outs, and shift changes.
• Generates reports on staffing trends, hours worked for non-exempt employees, overtime, and coverage gaps for management review.
• Tracks staff availability, time-off requests, and compliance with shift requirements.
• Ensures that scheduling practices comply with facility policies and labor laws.
• Collaborates with Human Resources (HR) to address attendance issues or policy violations.
• Provides support to the finance team, HR, leadership, and operational functions as needed.
• Participates in staff development and training, including staff meetings, in-service trainings and annual trainings required by Sanford Behavioral Health on a timely basis.
• Adheres to the established Code of Ethics, Standards of Practice, Person Centered Philosophy and employee handbook.
• Possesses a positive attitude to enhance a cooperative and energetic work environment.
• Protects patients’ rights by maintaining confidentiality of medical, personal, and financial information through adherence to HIPAA laws and regulations.
• Other duties as assigned.

Qualifications and Education Requirements

• High school diploma or equivalent required; Associate’s degree preferred.
• Proficiency in Microsoft Office required.
• Previous experience in staff scheduling, preferably in a healthcare or behavioral health setting required.
• Availability to respond to staffing emergencies, including after-hours, holidays, and weekends as needed.

Knowledge and Skills

• Strong organizational and time-management skills.
• Excellent communication and interpersonal abilities.
• Ability to handle high-pressure situations and adapt to sudden changes.
• Ability to work within a team setting and create an environment where all are valued and work together cohesively.
• Must be able to respond appropriately to feedback and suggestions.
• Must be able to make appropriate decisions independently.
• Ability to acknowledge successes and address challenges as learning opportunities
• Must be able to multi-task and address needs of all members/departments
• Must be able to stay organized, even in high stress situations.
• Must be self-motivated who demonstrates initiative, time management and organizational capabilities.
• Must be able to multi-task and appropriately handle overlapping commitments and deadlines.
• Must have analytical skills and creative problem-solving skills.

Physical Requirements

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift 15 lbs.
• Must be able to perform repetitive tasks such as typing for extended periods of time.
• Must be able to clearly express and exchange ideas by means of spoken word to impart oral information to employees or others accurately or quickly, engaging in sometimes lengthy conversations or presentations.
• Must be able to ascend and descend stairs daily.
• Must be able to seize, hold, grasp, turn or otherwise work with your hand or hands.
• Must be able to perceive sound by ear to interpret oral information from employees or others accurately or quickly.

ADA DISCLAIMER

The employee must be able to perform the essential functions of the position satisfactorily. If requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship. All requests for accommodations must be made to the Human Resource Department in writing.