Staffing Coordinator

Mary's Woods is looking for a Staffing Coordinator who is collaborative and dedicated to join our Health Services team. The Staffing Coordinator is responsible for ensuring appropriate staffing levels are maintained in our four Health Services neighborhoods on every shift seven days a week, as defined by the Health Services Director or their designee and in compliance with applicable regulations. This position also works in a direct care capacity as needed to ensure resident needs are met.

Mary's Woods is a non-profit senior living community founded in 2001. We offer independent living, assisted living, memory care and residential care in a park-like setting on 40 acres in Lake Oswego. We pride ourselves on our rich heritage, spirit of caring and welcoming culture. We are seeking passionate team members to join us in fulfilling our mission and values.

Below are some of the core responsibilities, experience, and skills needed to be successful: 

• Communicates hiring needs to the Human Resources Department and Hiring Manager and collaborates on recruitment strategies.
• Conducts interviews and makes hiring decisions for Certified Nursing Assistant and Resident Care Assistant positions as well as for other positions as requested by the Health Services Director.
• Establishes work schedules for all regularly scheduled direct care team members, inclusive of RNs, LPNs, CMAs, Medication Technicians, Certified Nursing Assistants, and Resident Care Assistants.
• Schedules are established in a manner that maximizes consistent assignment, takes into account employee needs and scheduling preferences as well as the needs of Mary’s Woods and communicates the schedule to each team member.
• Ensures all team members complete required training and competency evaluations at intervals required by regulations and by Mary’s Woods.
• Ensures all new direct care team members receive orientation to department staffing policies and other information as determined by the Health Services Director or the Director of Nursing.
• Manages department uniform procurement and distribution.
• Reviews and approves time off requests for direct care positions in consultation with individual managers and the Health Services Director as needed.
• Posts the planned staffing schedule no less than three months in advance so that team members are aware of their upcoming schedule.
• Makes recommendations to the Health Services Director for department policies related to staffing that support continuity of services for residents and a supportive work environment for team members.
• Implements departmental policy decisions as determined by the Health Services Director.
• Establishes and maintains communication systems with Mary’s Woods staff and with staffing agencies to ensure seamless communication as staffing needs evolve. These systems should be easily transferrable to others who fill in for the Staffing Coordinator in the event of an absence.
• Manages the staffing phone during assigned onsite work hours and assigned on-call hours as determined by the Health Services Director and takes appropriate action to ensure appropriate staffing level. This includes exhausting every effort to fill openings with Mary’s Woods employees rather than using staffing agencies to fill openings.
• Flexes their schedule to meet the needs of the department, such as filling in for the other staffing coordinator’s days off.
• Maintains records of team member absences and brings any concerns about attendance, tardies, or other job performance issues to the appropriate manager.
• Manages and approves employee timecards in accordance with Mary’s Woods payroll policies.
• Uses judgment to refer employees to Human Resources when the employee may qualify for worker’s compensation, protected leave, or otherwise need the supportive services of the Human Resources department.
• Plans and implements employee appreciation events in coordination with the Health Services Director and Director of Nursing, such as Nurse/CNA/Caregiver Appreciation week and celebrations for important department milestones.
• Works shifts in a direct care role as needed to meet the staffing goals of the department.
• Is aware of and abides by Mary’s Woods, as well as the individual departments, policies and procedures, including but not limited to regular attendance and punctuality, as well as physical presence.
• Understands, complies with, and promotes all rules regarding resident rights. Promotes positive relationships with residents, visitors, and regulators, to include presenting a professional appearance and attitude.
• Able to relate positively and favorably to staff, residents, and families and to work as a team with other employees at all lev