Workforce Coordinator

Description

OUR MISSION...

To create meaningful changes in the lives of individuals with disabilities and their families through the use of evidence based practices and dedicated service providers.

Behavioral Health Allies provide services to individuals with a variety of disabilities varying from 18 months through adulthood. We address the needs of families, schools and agencies by conducting assessments, developing and providing intervention as well as training, while utilizing the principles of Applied Behavior Analysis and Positive Behavioral Intervention & Supports.

Why Choose BHA?

· Employee-centric culture that prioritizes the well-being and development of its employees

· Comprehensive training and support

· Focus on collaboration and teamwork

· Commitment to growth and opportunities for advancement

· Competitive salary and benefits

· Meaningful service and advocacy work with regional leader in behavioral health

FULL-TIME BENEFITS

· Medical/Dental/Vision

· OnDemand Pay (get your pay when you need it)

· Health Savings Account (HSA)/Flexible Spending Account (FSA)

· Short/Long Term Disability

· 401K matching

· Additional $100 wellness benefit on top of your regular pay after 90 days!

· Referral bonus and more!

POSITION SUMMARY

The Workforce Coordinator is responsible for managing the scheduling and staffing needs of the Community Living Division, ensuring all shifts in 24/7 Community Living homes are covered efficiently. This role plays a critical part in maintaining compliance with training and certification requirements, tracking employee readiness, and minimizing overtime to support the smooth operation of homes and ensure quality care for residents. This position will ensure a high quality of life for people served by providing staffing relief within the Community Living division.  

Requirements

QUALIFICATIONS: 

• High school diploma or equivalent required; associate or bachelor’s degree in a related field preferred.
• A minimum of two years of experience in scheduling, workforce coordination or administrative roles, preferably in healthcare or behavioral health. 
• Proficiency in scheduling software and Microsoft Office Suite (Word, Excel, Outlook).
• Strong organizational skills and attention to detail.
• The ability to work in a fast-paced environment and handle multiple priorities effectively.
• Ability to self-direct without daily supervision, manage calendar, organize tasks with strong skills in delegation, follow-up, and handle several tasks simultaneously. Excellent communication and interpersonal skills.
• Ability to observe, ask questions, listen actively, give and accept feedback effectively and problem-solve quickly.

FUNCTIONAL AREAS AND COMPETENCIES

CORE COMPETENCIES

1. Integrity and Professionalism: Operates with professionalism and integrity in all aspects of role, including interactions with coworkers, clients, and external contacts. Communicates in an open, honest, respectful, and consistent way. Demonstrates humility, sharing recognition and fault equally. Treats all employees as equal contributors.

2. Collaboration and Teamwork: Works cooperatively to achieve common goals by establishing and maintaining productive working relationships, sharing knowledge, and building consensus. Shows willingness to understand, respect, and support alternative perspectives, opinions, and ideas. Willing contributes to other teams a Subject Matter Experts, shares knowledge with others. Recognizes contributions of others and gives credit when credit is due.

3. Client/Customer Focus: Establishes and nurtures strong, sustainable, and collaborative relationships with clients; both internal and external. Actively seeks to understand and exceed internal/external client’s needs. Seeks and uses input and feedback to strengthen internal/external customer relationships and to improve outcomes. Engages the internal/external customer as a partner in delivering service.

4. Innovation and Initiative: Voluntarily looks for better ways to get things done and/or generate new ideas; acts on their own without waiting for direction. Shows interest in learning new skills and performing new tasks. Sees beyond the “tried and true”; avoids staying a comfort zone. Identifies ways to incorporate new practices into existing framework.

5. Adaptability: Responds positively to changing circumstances by altering behavior to better fit different situations. Willing to make appropriate changes in work methods/processes. Overcome obstacles to achieve results. Adjust timelines, results, and expectations appropriate to changing needs.

6. Accountability: Takes responsibility for all work activities and personal actions. Respects confidentiality – appropriately handles confidential information. Meets or exceeds agreed upon expectations; follows through on commitments. Accepts responsibility for positive and negative outcomes of work.

KEY RESPONSIBILITIES: 

Scheduling and Staffing

· Develop and maintain staff schedules for Community Living homes, ensuring adequate coverage for all shifts.

· Update and maintain the master schedule, ensuring that it always is accurate with current needs.

· Address last-minute call-offs and gaps in the schedule to minimize disruptions by having clear plans for disruption.

· Monitor and manage overtime to remain within budget and operational guidelines.

· Schedule PRN and substitute/superimposed for assigned sites, utilizing scheduling software.

· Ensure coverage provided to homes/programs matches the Master Schedule.

· Get to know the home staff and build relationships.

· Follow rules for approving overtime, ensuring overtime is managed within targeted goals.

· Ensure that the staffing management protocols are followed.

· Approve vacations weekly and log in the vacation calendar and tracking system.

Update all tracking metrics weekly.

Training and Compliance

· Track and communicate staff certifications and training, including LIMA (Level I Medication Aide), orientation, new hire and annual training.

· Ensure no staff are scheduled without completing the required training and certifications.

· Maintain accurate records of training completion and coordinate with training staff to address gaps.

Administrative Duties

· Maintain scheduling software and databases with up-to-date employee information.

· Collaborate with supervisors and management to address staffing challenges and ensure alignment with organizational goals.

· Prepare and distribute staffing reports, including overtime analysis and coverage gaps.

Communication and Coordination

· Participate in person, in new hire orientation, to introduce self and role to new hires.

· Help managers troubleshoot coverage solutions when substitute/Superimposed or PRN staff are not available.

· Communicate with employees for purposes of coverage, changes in schedules and any other scheduling needs.

· Collaborate with supervisors to address staff availability, performance issues, and scheduling conflicts.

· Facilitate open communication with team members to promote a positive and collaborative work environment.

Other Duties

· Follow all time keeping policies.

· Attend and participate in required meetings and trainings.

· Additional responsibilities may be assigned as circumstances warrant.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

PHYSICAL DEMANDS: General note: When moving materials or other heavy items, please make sure to ask for assistance if the task you are trying to complete requires more than one person. For a full definition of any terms used below, please consult with your HR team.

Seldom (1–5%): Balancing, crawling, pinching.

Occasionally (6-33%): Climbing, stooping, kneeling, crouching, pushing, pulling, lifting, grasping, repetitive motion. Medium to heavy work: Exerting 50-100 lbs. occasionally, and/or more than 50 lbs. of force frequently to lift, carry, push, pull, or otherwise move objects, including the human body.

Frequently (34-66%): Reaching, standing, walking, talking. Sedentary to light work: Exerting 10-20 lbs. of force occasionally and/or a negligible amount of force frequently or consistently to lift, carry, push, pull, or otherwise move objects, including the human body.

Continuously (67-100%): Hearing and visual acuity required for the position (including close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus). 

Machines, Tools and Equipment:

Seldom (1 –3%): Calculator, copier, and scanner.

Occasionally (3-10%): Projector and tablet.

Frequently (11-93%): Computer, writing instrument and phone.

WORKING CONDITIONS: This position is performed primarily indoors in an office setting.

In the locations, clients have varying levels of social and behavioral skills, they may act out emotionally or physically (yelling, biting, scratching, hugging, kissing, hitting etc.). Employees must be able to successfully adapt to these behaviors and act appropriately in return, using PCM techniques as needed. 

While performing the duties of this job, the employee works near moving mechanical parts and is exposed to the risk of electric shock (power tools, exposed wires, etc.). The employee is also occasionally required to function in narrow aisles or passageways. The noise level in the work environment is usually moderate but may be high in the midst of a client’s crisis.

Travel for this position is expected between Community Living properties and stores to purchase materials and supplies.

ACCESS TO PHI: The Maintenance Technician may be exposed to Protected Health Information (PHI) as needed to work with in the Community Living properties. 

EQUAL EMPLOYMENT: Equal Opportunity is and shall be provided for all employees and applicants for employment on the basis of their demonstrated ability and competence without unlawful discrimination on the basis of their race, color, national origin, ancestry, religion, sex, pregnancy, sexual orientation, gender identity, gender expression, age, disability, protected veteran status, or any other status protected by applicable state or federal law. This policy shall not be interpreted in such a manner as to violate the legal rights of religious organizations, or the recruiting rights of military organizations associated with the Armed Forces or the Department of Homeland Security of the United States of America.

ADA STATEMENT: To perform this job successfully, an individual must be able to perform each essential job duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform essential job functions.

ACCOUNTABILITY/IMPACT (Degree of answerability for actions, consequences of errors in judgment, and legal liabilities): Errors in judgment or mistakes could cost the organization loss of revenue, loss of clients, and/or negatively impact BHA’s reputation.

TRAINING AND DEVELOPMENT 

1. Required company training.

2. Training deemed necessary by the supervisor.