Central Supply and Staffing Coordinator

Department: Administration / Nursing Services
Reports To: Director of Nursing and/or Administrator
Position Type: Full-Time

Position Summary

The Staffing Coordinator / Central Supply Clerk is responsible for coordinating nursing staff schedules to ensure appropriate coverage for resident care while maintaining adequate inventory of medical, nursing, and facility supplies. This position supports efficient operations through proactive staffing coordination, accurate recordkeeping, inventory control, and effective communication with department leaders and team members.

Essential Duties and Responsibilities

Staffing Coordination

1. Prepare, maintain, and update nursing department schedules in accordance with approved staffing plans, budgetary guidelines, and facility policies.
2. Coordinate daily staffing assignments, including licensed nurses and certified nursing assistants, to support resident care needs and required staffing levels.
3. Respond to call-offs, absences, and open shifts by contacting qualified staff and coordinating replacement coverage.
4. Maintain accurate records of scheduled hours, overtime, agency utilization, open shifts, and staffing changes.
5. Communicate staffing concerns, coverage gaps, and potential scheduling issues promptly to the Director of Nursing or designated supervisor.
6. Assist with tracking attendance, schedule changes, and approved time-off requests.
7. Coordinate agency staffing requests and maintain applicable agency documentation, as authorized.
8. Support efforts to reduce overtime and agency utilization while maintaining safe and appropriate staffing.
9. Maintain confidentiality of employee information and staffing records.
10. Provide staffing reports and other scheduling information as requested by facility leadership.

Central Supply and Inventory Management

1. Maintain adequate inventory of nursing supplies, medical supplies, personal protective equipment (PPE), and other designated facility supplies.
2. Monitor supply levels, identify shortages, and communicate anticipated needs to the appropriate department leaders.
3. Prepare and submit purchase requests in accordance with established purchasing procedures and approval limits.
4. Receive, inspect, organize, label, and store supplies in designated locations.
5. Distribute supplies to nursing units and departments in a timely and organized manner.
6. Maintain accurate inventory records, supply logs, and documentation of receipts and distributions.
7. Monitor expiration dates, packaging integrity, and product condition; remove expired, damaged, or compromised items from usable inventory in accordance with facility policy.
8. Assist with inventory counts, supply utilization reviews, and efforts to minimize waste and unnecessary spending.
9. Maintain clean, orderly, and secure supply storage areas in accordance with infection prevention and safety procedures.
10. Report supply shortages, damaged products, equipment concerns, or potential product recalls to the appropriate supervisor.

General Responsibilities

1. Communicate professionally and collaboratively with nursing leadership, department heads, employees, vendors, and other team members.
2. Follow facility policies, procedures, confidentiality requirements, and applicable regulatory standards.
3. Participate in required training, meetings, and quality improvement activities as assigned.
4. Maintain accurate and timely documentation related to staffing and supply responsibilities.
5. Perform other related duties as assigned by the Administrator or designee.

Qualifications

• High school diploma or equivalent required.
• Previous experience in healthcare scheduling, staffing coordination, central supply, inventory control, or a related administrative role preferred.
• Experience in a skilled nursing facility or other healthcare setting preferred.
• Proficiency in Microsoft Office and electronic scheduling or inventory systems preferred.
• Strong organizational, communication, problem-solving, and time-management skills.
• Ability to manage competing priorities and respond appropriately to changing staffing and supply needs.
• Ability to maintain confidentiality and handle sensitive employee and facility information.
• Ability to perform the physical requirements of the position, including standing, walking, lifting, and moving supplies, with or without reasonable accommodation.

Performance Expectations

• Staffing schedules are accurate, current, and communicated in a timely manner.
• Staffing vacancies and call-offs are addressed promptly and escalated when coverage concerns remain unresolved.
• Staffing records, overtime tracking, and agency utilization documentation are maintained accurately.
• Essential supplies remain available, with shortages identified and communicated proactively.
• Inventory records are accurate, storage areas are organized, and expired or damaged products are appropriately addressed.
• Purchasing and distribution practices support cost control and responsible resource management.
• Communication, confidentiality, and teamwork expectations are consistently met.

Current CNA Certification Required

On-Call Hours

Computer Proficiency Required