WFM Scheduler

The WFM Scheduler is responsible for creating, maintaining, and optimizing employee schedules across multiple healthcare departments using an electronic workforce management and scheduling system. The role works closely with department leaders to ensure appropriate staffing coverage based on forecasted workforce requirements, operational demand, employee availability, skill mix, and established scheduling guidelines.

The position also supports staffing gap management, timekeeping, workforce reporting, and continuous improvement initiatives to promote efficient workforce utilization and operational effectiveness.

KEY RESPONSIBILITIES

Scheduling & Workforce Planning

• Create, modify, balance, and publish employee schedules using the organization's electronic scheduling system in accordance with established policies, procedures, and scheduling guidelines.
• Collaborate with department managers to develop accurate daily, weekly, and shift schedules based on forecasted staffing requirements and operational needs.
• Review, approve, or deny scheduling requests, including PTO, schedule changes, and employee preferences, based on departmental requirements and established guidelines.
• Communicate scheduling decisions and relevant updates to department leaders as appropriate.
• Balance and publish schedules at the conclusion of self-scheduling periods to ensure appropriate staffing coverage and efficient workforce utilization.
• Assign specialty roles based on department-specific operational requirements, employee qualifications, and established skill-mix standards.
• Monitor staffing requirements and identify potential coverage gaps based on projected patient volume, acuity, staffing levels, and budget considerations.
• Determine vacancy rates by role and department and coordinate incentive or additional shifts to proactively address anticipated staffing gaps.
• Maintain accurate department schedules within the electronic workforce management system, ensuring appropriate daily coverage and visibility of open shifts.

Staffing & Coverage Management

• Monitor open shifts and staffing gaps and coordinate with appropriate stakeholders to secure additional staffing based on projected operational requirements.
• Support staffing decisions by considering forecasted patient volume, acuity, staffing ratios, skill mix, employee availability, and budget parameters.
• Partner with department managers and workforce leadership to address current and anticipated staffing requirements.
• Escalate significant staffing concerns and unresolved coverage gaps to the appropriate leadership team.
• Support effective workforce allocation across departments to promote operational continuity and staffing efficiency.

Timekeeping & Payroll Support

• Review and maintain employee timecards for accuracy and compliance with established policies.
• Validate required hours based on employee status, scheduled hours, and applicable workforce guidelines.
• Investigate and resolve timecard discrepancies in coordination with employees and department leaders.
• Review, approve, or deny timekeeping-related requests in accordance with established policies.
• Prepare and validate timecards for manager review prior to payroll/pay-period close.

Reporting & Continuous Improvement

• Prepare staffing, scheduling, vacancy, and workforce-related reports and distribute them to appropriate leaders as directed.
• Maintain accurate scheduling, staffing, and timekeeping records within the organization's systems.
• Provide workforce data and reports to support operational planning and management decision-making.
• Attend staffing meetings, training sessions, and workforce management activities as required.
• Participate in continuous improvement initiatives focused on scheduling processes, staffing efficiency, workforce utilization, and operational effectiveness.
• Assist with the orientation and training of employees and leaders on scheduling systems and related technology as needed.

QUALIFICATIONS

Required

• Bachelor's degree in Business, Data Management, Healthcare Administration, or a related field.
• At least 1 year of experience working with staffing, workforce management, or scheduling software.
• Strong organizational and analytical skills with attention to detail.
• Ability to manage multiple scheduling priorities in a fast-paced, time-sensitive environment.
• Strong communication and stakeholder management skills.

Preferred

• UKG certification or hands-on experience with UKG Workforce Management.