Staffing Coordinator

Company Description

The University of Maryland Medical System (UMMS) is an academic private health system, focused on delivering compassionate, high quality care and putting discovery and innovation into practice at the bedside. Partnering with the University of Maryland School of Medicine, University of Maryland School of Nursing and University of Maryland, Baltimore who educate the state’s future health care professionals, UMMS is an integrated network of care, delivering 25 percent of all hospital care in urban, suburban and rural communities across the state of Maryland. UMMS puts academic medicine within reach through primary and specialty care delivered at 11 hospitals, including the flagship University of Maryland Medical Center, the System’s anchor institution in downtown Baltimore, as well as through a network of University of Maryland Urgent Care centers and more than 150 other locations in 13 counties. For more information, visit www.umms.org.

Job Description

Under limited supervision, the Staffing Coordinator performs a variety of tasks to support scheduling and deployment of staff resources across UMMS member organizations and affiliated facilities. The Staffing Coordinator aligns with the account managers to deliver excellent customer service across the organization. The role ensures adequate coverage by aligning staff availability with patient care needs, skillsets, and organizational priorities. This role is responsible for daily staffing activities, including PRN staffing and long-term assignments, schedule adjustments, and recordkeeping. The Staffing Coordinator role requires strong customer service, a sense of urgency and the ability to prioritize effectively while taking ownership of outcomes. The role cultivates positive relationships with clinicians, internal team members, and customers to foster engagement, ensure accuracy in staffing processes and support seamless operations. The role also ensures compliance with organizational policies, labor laws, and accreditation/regulatory standards such as Joint Commission requirements.

The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not to be construed as an exhaustive list of all job responsibilities performed.

• Coordinates and allocates staff resources based on unit needs and staff competencies.
• Manages PRN staffing to ensure timely deployment to meet the staffing needs of the organization.
• Responds quickly to urgent staffing needs or scheduling changes with solution-driven approaches.
• Arranges coverage for unexpected shortages (both short-term and long-term).
• Oversees placement and tracking of long-term assignments across facilities.
• Reassigns personnel according to staffing patterns, operational priorities, and projections.
• Manages scheduling operations and reporting.
• Updates scheduling systems with sick calls, deployment adjustments, and schedule changes.
• Maintains up-to-date communication lists of key facility contacts.
• Responsible for accurate data input and collection.
• Prepares and reviews daily staffing reports across facilities.
• Compares staffing needs against requests and ensures alignment with organizational standards.
• Tracks utilization of PRN staff and monitors long-term assignments.
• Ensures scheduling systems and records are consistently accurate and up to date.
• Builds and maintains effective working relationships.
• Fosters engagement and cultivates trust through clear and proactive communication with clinicians, member organizations, and internal stakeholders across business groups.
• Maintains frequent contact with team members.
• Provides responsive customer service to both team members and unit leadership.
• Acts as a liaison between staffing operations and clinical leaders to address needs and resolve concerns.
• Collaborates with leadership and account managers to promote seamless operations.
• Meets routinely with CAMs and MOs both virtually and on-site as it relates to staffing operations.
• Develops and refines processes.
• Development and maintenance of departmental SOPs.
• Develops workflows and procedures to ensure efficient, timely operations and maximum productivity.
• Identifies opportunities for improvement utilizing data-driven metrics and fosters innovation in the staffing process.
• Generates and analyzes staffing dashboards and reports to identify trends, highlight risks, and provide insights for leadership decision-making.
• Supports adoption and optimization of staffing technology platforms (e.g., Infor, Phenom, Kronos, or equivalent) to ensure accuracy, efficiency, and standardization across facilities.
• Perform all other duties as assigned.

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