Staffing Coordinator

Department: Human Resources
Reports To: HR/Finance Director
Employment Type: Full-Time
Location: Hybrid / Community-Based

Position Summary

The Staffing Coordinator serves as the bridge between Recruitment, Admissions, Clinical Services, and Human Resources to ensure all authorized services are staffed timely and effectively. This position is responsible for recruiting, screening, interviewing, and onboarding qualified candidates while maintaining an active pipeline of prospective employees, contractors, and PRN staff.

The Staffing Coordinator works closely with the Clinical and Admissions Teams to coordinate placements, facilitate family introductions, monitor staffing readiness, and ensure service continuity. This position must be capable of performing Direct Support Professional (DSP) duties and may be required to provide direct service coverage, initiate new cases, or assume staffing responsibilities when necessary to prevent disruptions in care.

The ideal candidate is highly organized, relationship-driven, solutions-focused, and committed to supporting 3M's Services LLC's mission of Making the Impossible Possible.

Essential Duties & Responsibilities

Recruitment & Talent Acquisition

• Source, recruit, and maintain a pipeline of qualified candidates for all agency positions.
• Screen applications, conduct interviews, and evaluate candidates for suitability.
• Maintain an active pool of pre-screened applicants and PRN staff available for immediate placement.
• Coordinate hiring activities with Human Resources and Hiring Managers.
• Develop recruitment strategies to support agency growth and staffing needs.
• Attend community events, job fairs, and networking opportunities to generate candidate leads.
• Ensure timely communication with all applicants throughout the recruitment and onboarding process.
• Maintain applicant tracking records and recruitment metrics.

Admissions & Placement Coordination

• Collaborate with Admissions and Clinical Teams to identify staffing needs for newly approved and existing cases.
• Match qualified staff with individuals based on skills, preferences, availability, and service requirements.
• Coordinate meet-and-greet sessions between prospective staff, consumers, and families.
• Facilitate the transition from admission approval to service initiation.
• Maintain open case tracking and staffing progress reports.
• Ensure all approved services have active staffing efforts and documented follow-up.

Staff Readiness & Onboarding

• Partner with HR Administration to ensure all onboarding requirements are completed.
• Monitor staff readiness including:
• • Background checks
  • Credential verification
  • Driver eligibility
  • Required trainings
  • Agency documentation
  • Compliance requirements
• Coordinate training schedules and onboarding timelines.
• Maintain readiness reports and communicate deficiencies to leadership.
• Ensure staff are fully qualified and prepared prior to service delivery.

Service Continuity & Coverage

• Coordinate staffing coverage for call-outs, vacancies, and emergency situations.
• Maintain an active roster of available PRN staff and backup personnel.
• Assist with scheduling and placement efforts to prevent service interruptions.
• In the event staffing readiness is unavailable or delayed, assume responsibility for ensuring services begin as scheduled.
• May be required to temporarily carry cases, provide direct service support, or coordinate emergency staffing solutions until permanent staffing arrangements are secured.
• Work collaboratively with Program Directors and Qualified Professionals to ensure continuity of care.

Direct Support Professional (DSP) Responsibilities

• Must possess the knowledge, skills, and ability to perform all essential DSP job functions.
• Must be willing and able to provide direct support services when operationally necessary.
• May be required to cover shifts, support community outings, transport individuals, or provide direct supervision and assistance.
• Implement Individual Support Plans (ISPs), Behavior Support Plans, and other person-centered interventions.
• Complete service documentation, progress notes, and required Medicaid documentation in accordance with agency standards.
• Support individuals with activities of daily living, community integration, skill-building, and goal attainment.
• Maintain all required certifications and training necessary to provide direct services.
• Demonstrate competency in serving individuals with Intellectual and Developmental Disabilities (IDD), Behavioral Health diagnoses, and other populations served by the agency.

Communication & Reporting

• Serve as the primary point of contact regarding staffing vacancies and placement efforts.
• Maintain communication with applicants, staff, families, admissions personnel, and clinical leadership.
• Provide regular reports regarding:
• • Open cases
  • Recruitment activities
  • Staffing vacancies
  • Applicant pipeline
  • Staff readiness
  • Service start dates
• Maintain accurate documentation of recruitment, staffing, and placement activities.
• Ensure all open cases have documented staffing progress notes and follow-up activities.

Minimum Qualifications

• High School Diploma required; Associate's Degree preferred in Human Services, Business Administration, Human Resources, Healthcare Administration, or related field.
• Minimum two (2) years of experience in staffing, recruiting, scheduling, healthcare operations, or human services.
• Previous experience as a Direct Support Professional (DSP), Qualified Professional (QP), Case Manager, or similar role preferred.
• Must possess a valid Driver's License, Proof of insurance, & reliable transportation.
• Strong organizational, communication, and problem-solving skills.
• Ability to manage multiple priorities in a fast-paced environment.
• Proficient in Microsoft Office, applicant tracking systems, scheduling platforms, and electronic documentation systems.
• Valid Driver's License, acceptable driving record, and reliable transportation.