How to Support a New Staffing Coordinator: A Guide for Administrators

Helping Them Succeed Starts with You

Stepping into a staffing coordinator role at a healthcare facility—especially in long-term care—is like being handed the keys to a car in the middle of a thunderstorm. There are open shifts, last-minute callouts, candidate interviews to manage, and schedules to build with incomplete information. And when the staffing coordinator is new? That storm feels more like a hurricane.

At MedBridge Talent Partners, we work with dozens of facilities across the country who are either training new staffing coordinators or desperately trying to keep them from burning out. Here’s how you, as an administrator or HR leader, can support a new staffing coordinator from day one—so they can stay, succeed, and thrive.

The First 30 Days: What New Staffing Coordinators Face

Starting strong is tough when you inherit chaos. Here’s what most new staffing coordinators deal with in their first month:

1. Outdated or Incomplete Staff Schedules

Most coordinators walk into a system that’s been “patched together” for months. Paper schedules. Excel files. Last-minute call logs. It’s overwhelming to decipher who works when and who’s supposed to.

2. No Internal Candidate Pipeline

If your facility doesn’t have a steady flow of pre-screened CNAs, LPNs, or RNs, every shift hole feels like an emergency. Many new coordinators spend more time calling temp agencies than building stable staffing.

3. Limited Tools or Training

Many coordinators are promoted internally with little to no training in scheduling software, documentation standards, or compliance rules.

4. High Pressure with Little Backup

Staffing is one of the most scrutinized roles in your building. If shifts aren’t filled, families complain, nurses get burned out, and state surveyors take notice. That’s a lot of pressure for someone just getting started.

How to Set Them Up for Success

Here’s what you can do right now to empower your new staffing coordinator:

1. Provide Standard Operating Procedures (SOPs)

Create a Staffing Coordinator Handbook that outlines:

• Daily, weekly, and monthly tasks

• Chain of command for time-off approvals

• Templates for documenting call-outs and shift swaps

• Emergency fill-in procedures

  Bonus Tip: Digitize it in Google Docs for easy updates and access.

2. Implement a Weekly Check-In

Hold a 30-minute check-in every Friday. Go over:

• Upcoming shift gaps

• Successes or new hires

• Bottlenecks they’re facing

• Where they need administrative support

This builds trust and keeps you ahead of small issues before they become big ones.

3. Automate What You Can

Invest in tools like:

• Scheduling software (e.g., OnShift, When I Work)

• Communication platforms (e.g., GroupMe, Slack)

• Recruitment tracking sheets for open roles and candidate status

You’re not just helping your coordinator—you’re creating a sustainable staffing process.

4. Bring in External Support Early

If your coordinator is working with an empty bench, they’ll fail before they begin. Partner with a recruiting agency like MedBridge Talent Partners to:

• Provide a steady stream of pre-vetted candidates

• Handle the sourcing, screening, and reference checks

• Allow your internal team to focus on retention—not just coverage

5. Celebrate Small Wins

Filled a last-minute weekend shift? Hired a reliable CNA who shows up early? Recognize it. Creating a culture of appreciation helps new staffing coordinators feel seen—and more likely to stay.

How MedBridge Talent Partners Supports Staffing Coordinators

We understand how overwhelming the role can be, especially for new hires. That’s why we offer services like:

• 2-Week Free Trial recruiting support

• Recruit Assist packages starting at just $2,500/month

• Weekly candidate updates + real-time interview coordination

• A digital candidate tracking board so nothing gets lost

We become the backend engine while your staffing coordinator becomes the relationship builder. Together, it’s a win-win.

Final Thought: Great Staffing Doesn’t Start with Schedules—It Starts with Systems

If your new staffing coordinator is drowning, don’t throw them a life jacket. Build them a boat.

With the right support, software, and external recruiting partnership, they’ll not only stay—they’ll succeed.