Workforce Coordinator - Community Living

Behavioral Health Allies•Kansas City, MO

4d•$23•Onsite

About The Position

The Community Living Workforce Coordinator is responsible for ensuring stable, compliant, and efficient staffing across all Community Living homes. This role owns division-wide scheduling execution, proactively identifying staffing risks, maintaining required ratios, reducing overtime, and ensuring continuity of care in a 24/7 residential environment. The Workforce Coordinator operates as a strategic execution partner to Program Managers (PMs) and Community Living leadership. This role is not reactive scheduling support; it is a proactive workforce management function grounded in data, forecasting, and real-time problem solving.

Requirements

High School Diploma or equivalent required
Minimum of two (2) years of experience in workforce coordination, scheduling, or administrative roles, preferably in healthcare, behavioral health, or residential services
Experience supporting 24/7 staffing models strongly preferred
Strong knowledge of workforce scheduling principles and staffing ratios
Proficiency with scheduling platforms, databases, and Microsoft Office (Excel required)
Strong analytical skills with the ability to identify trends, gaps, and risks
Exceptional organization, follow-through, and attention to detail
Ability to manage competing priorities in a fast-paced environment
Clear, professional communication skills
Ability to work independently while collaborating closely with operations leadership
Ability to maintain emotional regulation and professionalism
Dependability, accountability, and teamwork
Willingness to learn, accept coaching, and improve performance
Ability to identify issues and escalate concerns appropriately
Effective verbal and written communication skills
Demonstrated reliability, accountability, and professionalism
High accountability and follow-through

Nice To Haves

Associate’s or Bachelor’s degree in a related field preferred

Responsibilities

Ensures staffing decisions prioritize the safety, dignity, and well-being of individuals served
Maintains professionalism and respect in all interactions with staff, individuals served, and leadership
Supports continuity of care by minimizing last-minute disruptions whenever possible
Ensures staffing coverage aligns with individual needs, supervision requirements, and ISP/BSP expectations
Partners with Program Managers to adjust staffing plans based on client acuity and program changes
Maintains awareness of staffing implications related to individual support needs
Builds collaborative relationships with Program Managers, Shift Supervisors, and Community Living leadership
Communicates staffing updates, risks, and solutions clearly and consistently
Serves as a central point of coordination for division-wide staffing needs
Supports workforce stability to ensure individuals receive consistent, high-quality care
Helps reduce staff burnout by proactively managing coverage and overtime
Utilizes PRN pools and staffing alternatives to maintain stability
Supports homes in maintaining predictable staffing patterns that promote routine and consistency
Ensures new hires are placed promptly and effectively to support program stability
Trains staff on proper use of scheduling platforms to increase accountability and independence
Maintains accurate, real-time scheduling data and staffing documentation
Ensures compliance with staffing requirements, training prerequisites, and company policies
Tracks attendance, call-offs, and no-shows in accordance with policy
Ensures no staff are scheduled without required training or certifications
Works closely with Program Managers to ensure all staffing needs are met
Participates in onboarding by meeting new hires, assigning them to homes, and setting them up in scheduling systems
Coordinates staffing solutions collaboratively during coverage challenges
Partners with HR by maintaining a master schedule that identifies recruitment needs
Maintains a consistent, proactive approach to scheduling and staffing coverage
Anticipates coverage gaps and addresses them before they impact services
Supports on-call leadership by providing staffing data and options
Develops, maintains, and executes division-wide staffing schedules
Maintains a master staffing schedule reflecting current and future needs
Ensures all regulatory staffing ratios and coverage requirements are met
Proactively identifies staffing gaps and develops coverage plans
Utilizes PRN staff and alternative coverage options appropriately
Monitors and actively works to reduce overtime
Approves and tracks schedule changes within defined protocols
Manages all staffing platforms, systems, and documentation
Trains employees on scheduling system use and expectations
Conducts weekly audits to ensure employees are working their assigned schedules
Identifies discrepancies between scheduled status and actual hours worked (e.g., full-time employees consistently working part-time hours)
Partners with Program Managers to address attendance, scheduling noncompliance, or utilization concerns
Initiates and coordinates change-of-status actions when employees are not meeting assigned schedules, in collaboration with Program Managers and HR
Audits employees who are not actively working or are underutilized and escalates findings appropriately
Maintains a daily staffing dashboard including: Open shifts Coverage risks Overtime usage PRN utilization Call-offs and attendance trends
Provides daily staffing status updates to Community Living leadership
Produces a weekly open positions and staffing needs report for HR and leadership
Tracks attendance and compliance trends in alignment with company policy
Complete all documentation, billing, and reporting requirements in accordance with BHA and regulatory guidelines
Uphold BHA’s mission and values in all work performed
Must maintain professional conduct, confidentiality, and emotional regulation in all interactions with staff, leadership, and community partners.
Must be able to manage competing priorities and respond calmly to urgent staffing needs, including time-sensitive phone and electronic communication.
Employees are not routinely responsible for direct care but must follow all BHA safety protocols when present in homes or community settings.
Employees must maintain confidentiality, respect, and dignity toward all persons served, families, and colleagues, regardless of setting.