AOS III - Staffing Coordinator

Title: AOS III - Staffing Coordinator

State Role Title: Admin & Office Specialist III

Hiring Range: $36,555 - Salary Commensurate with Experience

Pay Band: 3

Agency: Dept Behavioral Health/Develop

Location: Western State Hospital

Agency Website: https://dbhds.virginia.gov/facilities/wsh/

Recruitment Type: General Public - G

Job Duties

Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.

Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.

WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.

Position Overview
Western State Hospital is seeking an energetic individual to serve as the Staffing Coordinator for the Nursing Department. This position provides operational and administrative support in a centralized scheduling office and ensures adequate daily staffing coverage across the facility. The ideal candidate must be able to work independently and efficiently in a fast-paced environment.

This position is on 1st shift, 5:00 a.m.–3:30 p.m., with every other weekend required. Holidays and overtime may be necessary based on staffing needs. All nursing department employees must attend a three‑week pre-service orientation, with full attendance required.

Key Responsibilities
- Maintain cooperative and professional working relationships with supervisors, peers, and staff.
- Receive, log, and process all leave requests and promptly update schedules for STD, LTD, administrative leave, and terminations.
- Generate, update, and distribute unit schedules in WhenToWork, ensuring adequate coverage and communicating changes to RNCs.
- Monitor daily staffing needs using census and acuity data, create deployment plans, and adjust assignments as conditions change.
- Solicit VOT/P14 coverage, recommend trades or swaps, and manage MOT decisions while communicating with supervisors as needed.
- Track staffing percentages, determine eligibility for Critical Staffing Pay (CSP), verify hours, and provide accurate documentation to payroll.
- Maintain accurate records, including schedules, leave requests, call‑ins, tardies, overtime, MOT, and training deadlines.
- Add or remove staff profiles in scheduling systems, ensure data entry accuracy in WhenToWork/UKG, and maintain confidentiality.
- Respond to staff inquiries professionally and support unit operations or admissions when directed.
- Complete required training, competencies, and in‑services; demonstrate reliability by adhering to the attendance policy and meeting work expectations.

Benefits Include
• Health, vision, and dental insurance
• Retirement with cash match
• 13 paid holidays
• Paid time off (annual, sick, family/personal, and community service)
• Life insurance

Minimum Qualifications

KSA’s and/or Competencies required to successfully perform the work (attach Competency Model, if applicable):
Excellent KSA’s and competence in data entry, typing and clerical skills are required. Excellent interpersonal and communication skills and boundaries are essential. Experience using MS Office Suite required. Experience in automated data systems is preferred. Prior experience in administrative duties in a fast paced highly stressful environment which required precision and detail work is preferred. Must be able to work independently. Experience in handling confidential and sensitive matters is preferred. Demonstrates ability to organize and work under pressure balancing a variety of priorities

Additional Considerations

Bilingual
Veteran or veteran spouse

Special Instructio