Title: AOS III - Staffing Coordinator
State Role Title: Admin & Office Specialist III
Hiring Range: $36,555 - Salary Commensurate with Experience
Pay Band: 3
Agency: Dept Behavioral Health/Develop
Location: Western State Hospital
Agency Website: https://dbhds.virginia.gov/facilities/wsh/
Recruitment Type: General Public - G
Job Duties
Location: Western State Hospital
103 Valley Center Drive, Staunton, VA 24401.
Who We Are
Western State Hospital, part of the Virginia Department of Behavioral Health and Developmental Services (DBHDS), has been a leader in psychiatric treatment since 1828. WSH is a 302-bed Joint Commission/CMS-accredited psychiatric facility located in the scenic Shenandoah Valley. Just 30 minutes from vibrant university towns, our hospital serves adults with serious mental health needs and is nationally recognized for our Psychosocial Rehabilitation “Learning” programs.
WSH provides a modern clinical setting and a therapeutic environment for patients, supported by highly qualified staff. Employees also enjoy the beauty and tranquility of the Shenandoah Valley, with nearby cities such as Charlottesville and Harrisonburg offering dining, entertainment, and outdoor activities, making Staunton an attractive place to live and work.
Position Overview
Western State Hospital is seeking an energetic individual to serve as the Staffing Coordinator for the Nursing Department. This position provides operational and administrative support in a centralized scheduling office and ensures adequate daily staffing coverage across the facility. The ideal candidate must be able to work independently and efficiently in a fast-paced environment.
This position is on 1st shift, 5:00 a.m.–3:30 p.m., with every other weekend required. Holidays and overtime may be necessary based on staffing needs. All nursing department employees must attend a three‑week pre-service orientation, with full attendance required.
Key Responsibilities
- Maintain cooperative and professional working relationships with supervisors, peers, and staff.
- Receive, log, and process all leave requests and promptly update schedules for STD, LTD, administrative leave, and terminations.
- Generate, update, and distribute unit schedules in WhenToWork, ensuring adequate coverage and communicating changes to RNCs.
- Monitor daily staffing needs using census and acuity data, create deployment plans, and adjust assignments as conditions change.
- Solicit VOT/P14 coverage, recommend trades or swaps, and manage MOT decisions while communicating with supervisors as needed.
- Track staffing percentages, determine eligibility for Critical Staffing Pay (CSP), verify hours, and provide accurate documentation to payroll.
- Maintain accurate records, including schedules, leave requests, call‑ins, tardies, overtime, MOT, and training deadlines.
- Add or remove staff profiles in scheduling systems, ensure data entry accuracy in WhenToWork/UKG, and maintain confidentiality.
- Respond to staff inquiries professionally and support unit operations or admissions when directed.
- Complete required training, competencies, and in‑services; demonstrate reliability by adhering to the attendance policy and meeting work expectations.
Benefits Include
• Health, vision, and dental insurance
• Retirement with cash match
• 13 paid holidays
• Paid time off (annual, sick, family/personal, and community service)
• Life insurance
Minimum Qualifications
KSA’s and/or Competencies required to successfully perform the work (attach Competency Model, if applicable):
Excellent KSA’s and competence in data entry, typing and clerical skills are required. Excellent interpersonal and communication skills and boundaries are essential. Experience using MS Office Suite required. Experience in automated data systems is preferred. Prior experience in administrative duties in a fast paced highly stressful environment which required precision and detail work is preferred. Must be able to work independently. Experience in handling confidential and sensitive matters is preferred. Demonstrates ability to organize and work under pressure balancing a variety of priorities
Additional Considerations
Bilingual
Veteran or veteran spouse
Special Instructions
You will be provided a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.
Application Requirements: Applications and résumés for this position are accepted electronically through the Commonwealth of Virginia’s Electronic Recruitment System only. Interview decisions will be based solely on the information provided in your electronic application and/or résumé. Please ensure you clearly and specifically detail all relevant work experience; we will not make assumptions about your qualifications.
Background Investigation: All applicants are subject to an extensive background investigation and a pre-employment drug screening. This investigation may include fingerprint checks (State Police, FBI), local agency checks, Department of Social Services/Child Protective Services checks, employment verification, and verification of education relevant to the position.
Under Virginia Code §§ 37.2-314 and 37.2-408.1, the Department of Behavioral Health & Developmental Services (DBHDS) cannot employ or utilize as volunteers, individuals convicted of specific ("barrier") crimes or those with pending "barrier" charges.
Reasonable Accommodations: Reasonable accommodations are available to individuals with disabilities during the application and/or interview process in accordance with the Americans with Disabilities Act. If you require assistance or accommodation, please notify Human Resources at (540) 332-8300 during business hours (8:00 a.m. to 5:00 p.m.).
Equal Opportunity: The Commonwealth of Virginia is committed to conducting all aspects of human resource management without regard to race (or traits historically associated with race, including hair texture, hair type, and protective hairstyles such as braids, locks, and twists), sex, color, national origin, religion, sexual orientation, gender identity or expression, age, veteran status, political affiliation, disability, genetic information, and pregnancy, childbirth, or related medical conditions.* There shall be no retaliation against anyone making allegations of violations of this policy.
Veteran Preference: DBHDS is a Virginia Values Veterans (V3) certified employer and provides hiring preference to qualified veterans and service members. We strongly encourage veterans, active members of the Virginia National Guard, and U.S. Military Reserve members to apply to the state application and respond accordingly.
Contact Information
Name: Elizabeth Weber
Phone: 540-332-8056
Email: elizabeth.weber@dbhds.virginia.gov
In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their AHP Letter (formerly COD) provided by the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Service-Connected Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their AHP Letter. Requesting an AHP Letter can be found at AHP Letter or by calling DARS at 800-552-5019.
Note: Applicants who received a Certificate of Disability from DARS or DBVI dated between April 1, 2022- February 29, 2024, can still use that COD as applicable documentation for the Alternative Hiring Process.