Title: AOS III - Staffing Coordinator

State Role Title: Admin & Office Specialist III

Hiring Range: $37,500. Salary to increase with any relevant 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

Western State Hospital is currently hiring for a Staffing Coordinator. The schedule for this position will be:
Monday-Friday
8:00 am-4:30 pm, with half an hour for lunch

For this position the employee will be responsible for managing timekeeping for the nursing department. This position is responsible for ensuring accurate and timely timekeeping, supporting nursing leadership, accurately and timely tracking of time and attendance in compliance with hospital policies and state/federal regulations.

Key Responsibilities include maintaining the automated leave system, processing leaves, shift differentials, overtime workers' compensation, compensatory leave, and time adjustments. This position also plays a shared role in supporting the Kronos/UKG timekeeping systems and is responsible for generating reports to meet critical deadlines set by the Department of Accounts and Payroll, and supervisory staff.

In addition, this role serves as a point of contact for staff and supervisors regarding leave balances and usage, responding to inquiries in person, by phone, or email. It also involves preparing professional correspondence such as memos, letters, and reports related to time and leave management.

In addition to the above, this position provides backup for administrative and secretarial support to the Chief Nursing Executive (CNE), Assistant Chief Nursing Executive (ACNE), Registered Nurse Coordinators (RNCs), and the broader nursing department. This position may also be required to assist the scheduling office during downtime.

Minimum Qualifications

• Strong data entry, typing, and general clerical skills.
• Experience using Microsoft Office Suite (Word, Excel, Outlook).
• Knowledge of payroll timekeeping requirements and basic office procedures.
• Ability to use automated timekeeping systems such as Kronos/UKG or similar.
• Strong attention to detail and accuracy in handling high-volume data.
• Ability to follow written and verbal instructions and communicate clearly with staff and supervisors.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Comfortable using standard office equipment (copiers, fax machines, etc.).
• Ability to perform basic math to verify timekeeping accuracy.
• Strong organizational and reasoning skills.

Additional Considerations

• Prior experience working in a healthcare or hospital setting.
• Experience with administrative duties in a fast-paced, high-pressure environment.
• Familiarity with centralized scheduling and leave management.
• Experience handling confidential HR or payroll-related matters.
• Ability to work independently and manage multiple priorities under pressure.
• Demonstrated ability to build and maintain positive working relationships while ensuring compliance with policies and procedures.
• Experience using automated data systems beyond basic office software.
• 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.

Commonwealth’s Alternate Hiring Process: 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 Certificate of Disability (COD) provided by a Certified Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: https://www.vadars.org/drs/cpid/PWContact.aspx, or call DARS at 800-552-5019.

Reasonable accommodations are available to persons with disabilities during application and/or interview processes per the Americans with Disabilities Act. Contact Human Resources at (540-332-8300) for assistance. Minorities, Individuals with disabilities, Veterans, and people with National Service experience are encouraged to apply. EEO/AA/TTY.

Western State Hospital is an Equal Opportunity Employer. Employment opportunities are open to all regardless of race, sex, color, national origin, religion, sexual orientation, gender identity, age, veteran status, political affiliation, genetics, or disability.

DBHDS Facilities are no longer required to ensure that all staff members are vaccinated for COVID-19. However, facilities encourage and educate staff on the benefits and offer COVID - 19 vaccination programs to staff, residents, clients. Employees may be required to disclose immunization status for purposes of infection prevention and/or management of outbreaks. Upon acceptance of a job offer, new recruits will be asked to disclose their vaccination status (and for those fully vaccinated, proof of vaccination) during the pre-employment process. If you have questions, please contact the Office of Human Resources.

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.