Staffing Scheduling Coordinator Attic Angel Community - 3.5 Middleton, WI Job Details Full-time 23 hours ago Benefits Paid training Health insurance Dental insurance Tuition reimbursement Paid time off Employee assistance program Vision insurance Opportunities for advancement Flexible schedule Life insurance Referral program Qualifications High school diploma or GED Full Job Description Resident Services Administrative and Scheduling Coordinator Join a team where care, connection, and purpose come together. At Attic Angel, our mission is to enrich lives and cultivate community through generosity, care, and connection. Guided by our vision to be the best next chapter, we are proud to provide exceptional senior living services in Dane County.

Job Purpose:

The Resident Services Coordinator ensures consistent, accurate, and compliant staffing coverage to meet resident care needs. This role is primarily responsible for staff scheduling, filling open shifts, coordinating agency staffing, and auditing timecards. The position requires strong attention to detail, proactive problem-solving, and effective communication to minimize staffing gaps, maintain accurate records, and ensure timely payroll processing while meeting regulatory requirements.

Hours:

Monday - Friday (07:00 am - 3:30 pm with flexible start time) / 40 hours a week Essential Job Duties (in order of priority): 60% Scheduling Coordinate and manage community-wide scheduling of Resident Services staff using electronic scheduling software. Maintain accountability for schedule accuracy by proactively filling open shifts and managing call-ins, absences, and vacancies while minimizing overtime and agency use. Create, update, and maintain daily, master, and long-term schedules in the scheduling system. Respond to staff scheduling requests in a timely, consistent, and equitable manner. Assist with implementing and enforcing scheduling policies and practices to ensure adequate staffing levels and regulatory compliance. Track attendance patterns, process call-in documentation, and maintain call-in logs; provide supervisors with relevant information to address attendance or performance concerns. Collect, enter, and maintain accurate staffing and scheduling data for reporting purposes. Coordinate the use of agency staffing, including: Verifying required credentials, approvals, and documentation prior to use. Monitoring agency utilization for appropriateness and cost control. Auditing agency invoices for accuracy and submitting approved invoices to Finance in a timely manner Processing and approving timecards for agency to ensure correct and accurate payment is made daily. Ensure staff are trained on scheduling practices, call in procedures, and how to access schedules during onboarding. 20% Ti mecard Auditing Serve as a point of contact for Resident Services staff regarding issues with scheduling, and timecards. Process, audit, and reconcile employee and agency timecards—including time off requests, adjustments, and corrections—to ensure accuracy, policy compliance, and adherence to payroll deadlines. Partner with nursing managers and supervisors to resolve discrepancies and ensure timecards are corrected and approved accurately and on time. Maintain confidentiality and compliance with payroll, employment, and organizational regulations. 10% Administrative Support Provide administrative support to Resident Services staff, including filing, electronic scanning, and organization of medical and personnel records as appropriate. Support clear, consistent communication by ensuring staff receive accurate information, updates, and resources needed to perform their roles effectively. 10% Direct Care Support Assist with resident care as needed during breaks, high-need periods, or staffing shortages. Provide general information regarding building operations and community services. Represent the community in a professional, positive, and respectful manner with residents, families, visitors, and external partners. Other Duties Perform additional duties as assigned. Attend required in-services, meetings, and approved continuing education programs. Complete all required certifications and compliance trainings within established timeframes.

Education:

High School Education Knowledge, Skills & Abilities:

Strong computer skills, including Microsoft Office; previous experience with scheduling and payroll systems highly preferred. Ability to learn new systems, workflows, and regulatory requirements Excellent attention to detail with the ability to maintain accurate, complete, and compliant records. Demonstrated reliability, accountability, and dependability. Ability to organize, prioritize, and work efficiently in a fast-paced environment with frequent interruptions. Effective verbal and written communication skills with the ability to interact professionally with staff, supervisors, and external partners. Strong interpersonal skills with the ability to collaborate across departments. Ability to exercise sound judgment and maintain confidentiality

Licenses & Certifications :

CBRF Certification (or willingness to obtain)

Benefits:

401(k)Dental insurance Employee assistance program Flexible schedule Health insurance Life insurance Opportunities for advancement Paid time off Paid training Referral program Tuition reimbursement Vision insurance Volunteer and Birthday paid time off