Health Services Coordinator

Are you interested in leading a team of caring, friendly, dependable people who are committed to providing excellent care to seniors in residential care? then COME JOIN OUR AMAZING COMMUNITY!

Friendsview has a new full time position for second Health Services Coordinator to share health services staffing, payroll and staff development responsibilities with another qualified individual. This position focuses on excellence in scheduling and payroll while serving to support the other listed duties. Schedule to be determined but will include some evening standby and some weekend shifts.


Qualified individuals will have strong interpersonal, administrative and organizational skills, be able to work independently and lend leadership to a newly forming staffing team.


Job Objective/ Summary: Coordinates staff-related systems and processes to ensure the Health Services department is running smoothly. Under direction from the Health Services Director, coordinates and carries out administrative work for the department including staff scheduling; auditing and preparing employee time records for payroll; coordinating and tracking employee recruitment, application and new hire processes as well as new hire orientation, trainings, and in-services; and coordinating/auditing the employee performance appraisal process. Supports electronic systems as necessary.

We are looking for 1 Full Time Regular HSC, to partner with our other Health Services Coordinator to work together as a team in this position.

Starting hourly rate $15.85-$17.43 per hour DOE

Fully benefitted position with medical/vision/dental/retirement after 60 days of successful employment.

Preferred Experience: AA degree in office Administration, health information technology, and or related experience.

Essential Functions:

Staff Systems (Payroll, Hiring, On-boarding, and Performance Appraisals)


    • Collaborates with Human Resources in maintaining an accurate listing of all Health Services employees (including but not limited to staff rosters, electronic user groups, and their contact information).
    • Works with Human Resources and the Health Services team to coordinate the hiring and on-boarding of new employees; processing applications, scheduling interviews, verifying credentials and previous employment, scheduling orientations and trainings, etc.
    • Coordinates the orientation schedule for all new employees (scheduling, recording and checklist), and reorienting employees, in Health Services with the Director of Nursing & Health Services , or the appropriate nursing supervisor.
    • In conjunction with Payroll, maintains accurate electronic time records for Health Services. Tracks clock-ins and -outs, follows up on missed punches, and notifies Director of Health Services, or other Health Services supervisors of time clock punches that are outside of established parameters.
    • In collaboration with Human Resources, tracks certifications (CPR, food handlers, etc) and provides notification to staff as needed.
    • Works closely with Director of Health Services to coordinate, schedule and track various trainings and in-service programs for the Health Services Department to assure compliance with Oregon Administrative Rules and Friendsview’s Training policies and expectations.
    • Maintains all Health Services training records in an electronic database/Relias on-line learning system. Gathers, completes and enters into the electronic database or Relias the necessary forms, reports, class attendance, reminder notifications and other training documentation/records as needed.
    • Maintains records, reports, instructional manuals, reference materials, etc. for all caregiver trainings and in-services.
  • In conjunction with Human Resources and the Health Services Leadership Team, assists in the performance appraisal process, tracking and ensuring timely processing and completion of documents.
  • Supports the Health Services leadership team in ensuring staff-related systems and processes are efficient and effective. Assists the Director of Health Services as requested in processing employee change forms (such as requests for status change, resignations, etc.) for Human Resources and Payroll.
    • Adheres to Friendsview’s policies and procedures, including those covering privacy and security in compliance with HIPAA regulations, and codes of conduct. Maintains confidentiality and respects residents privacy at all times in accordance with HIPAA regulations.



    • Works closely with Health Services leadership team to ensure staffing resources are always available. Assures 24/7 staffing phone coverage and carries the staffing phone, responding to calls as necessary when on stand-by duty. May call on team members to provide staffing coordinator coverage.
    • Develops and coordinates master and regular staffing schedules for Health Services using electronic scheduling program, and maintains an updated schedule with shifts filled as early as possible. Publishes schedules on a pre-determined date so that staff have time to review and ask questions.
    • Works with supervisors as needed to adjust staffing for resident occupancy and acuity.
    • Assures that schedule is approved by the Director of Health Services before publishing.
    • Under the direction and guidance of the Director of Health Services, maintains the master vacation and holiday schedule, ensuring that it promotes fairness for staff and appropriate staffing levels for resident needs.
    • Processes time off requests. Receives and organizes requests for scheduling changes, and attempts to accommodate these requests whenever possible according to established policies and procedures.
    • Tracks employee absences and maintains confidentiality of protected leave requests. Monitors shift trades.
    • Keeps accurate documentation of attendance, maintaining written documentation that does not violate employee confidentiality, and reports attendance that is out of parameters to the Director of Health Services and nursing supervisor.
    • Following established procedures, contacts staff to replace personnel who have called out for a scheduled shift, and updates daily schedules to accurately reflect replacement staff for each shift and work area.

Licenses and Attendance


    • Maintains a system for tracking licenses and renewals and assists staff in completing renewals in timely fashion.
    • Sends out attendance letters to Health Services employees who are outside Friendsview attendance policies, excluding absences that are protected by law (FMLA/OFLA, Workers Comp, ADA, etc.), and forwards copies to Human Resources.



  • Maintains good rapport with all staff members and avoids any actions or circumstances that may be construed as showing favoritism.
  • Demonstrates a high level of professionalism and integrity in dealing with staff in a variety of situations.
  • Manages active User ID and log ons to health services computer applications and provides basic user/training for them.
  • Trains supervisors to do basic tasks in UltiPro related to timekeeping, scheduling, and managing time off requests.


Other Duties & Responsibilities

  • Demonstrates the values of Friendsview Retirement Community: integrity, stewardship, compassion, community, excellence, dignity, service, Friends heritage.
  • Attends and participates in orientation, training and educational activities as required.
  • Dresses appropriately, following appropriate dress and uniform policies and guidelines.
  • Must be able to maintain consistent attendance as per job requirements and Friendsview’s policies.
  • Works standby on evenings and weekends as necessary.
  • Other duties as assigned.


Qualifications and Job Requirements:

  • Job Education, Licenses/Certifications, Knowledge & Experience:
    • Relevant education, preferably a technical degree in office administration, health information technology, or related field, with 2-4 years relevant experience; or a combination of relevant experience, training or skills.
    • Specialized knowledge and skill in using electronic database systems (i.e., payroll, scheduling, training, tracking, EMRs, etc) preferred.
    • Minimum two years’ experience in a health care services setting, and familiarity with 24/7 health services schedules preferred.
  • Supervising (direct reports and level of supervision): No direct supervising; however, position is looked to for leadership in decision-making regarding staffing schedules and actions associated with them. May make recommendations regarding hiring and job assignments or changes. Considers the needs of staff’s diverse socio-economic, racial, ethnic and other cultural group affiliations.
  • Decision Making: Some supervision for new or unusual situations or assignments, and limited supervision for regular work. Decision-making, problem solving, and/or recommendations within scope of position responsibilities. Consideration of facts and options. Decisions have some precedent, resulting in only limited risk. Where there is risk involved, it is limited in scope.
  • Interpersonal Skills/Interactions: Regularly interacts and communicates with a broad range of people both in individual and group meetings. Collaboration and cooperation is necessary. Interactions have definite consequences on organizational image and department satisfaction if not handled well. Interactions with others may be complex, demanding or difficult. Must use tact, diplomacy, fairness and calm demeanor in all communications, and must maintain confidentiality of all employee personal information. Must be able to appropriately interact with people from diverse socio-economic, racial, ethnic and other cultural groups.

Additional Skills & Abilities:

  • Must be a team player who can consider the good of the entire team, as well as individuals, when working with team members. Must be able to collaborate and work effectively with the Director of Health Services.
  • Must demonstrate qualities of a team player who helps those served grow as persons, become wiser, freer and more autonomous; and still provides a systematic, data-oriented perspective to business decisions.
  • Must be able to maintain composure in a fast-paced environment that requires immediate response to emerging, sometimes unpredictable situations.
  • Must have working knowledge of laws and regulations affecting work (employment laws, licensing regulations & requirements, etc.).
  • Must have solid computer skills, and competence using electronic systems related to the job.
  • Must be able to organize systems that affect employees across health services.
  • Must be able to work independently, organize work effectively, and meet deadlines.
  • Must demonstrate professional demeanor and appearance.

Additional Requirements:

  • Must successfully pass the Department of Human Services (DHS) criminal background check and, if applicable, fingerprinting.
  • Must be able to pass a pre-employment drug screen.
  • Must be able to pass the pre-employment reference checks.
  • Must be able to provide the official grade transcripts of the education level provided on the employment application.
  • Must be able to provide a copy of his/her own social security card for W-4 documentation.
  • Must be able to provide applicable documentation(s) for I-9 in order to establish identity and authorization to work in the US.
  • Must have valid driver’s license, personal automobile liability insurance, and acceptable driving record (if required to drive).

Bloodborne Pathogens Exposure Category I: Your tasks routinely involve exposure to blood, body fluids, tissues, or other contaminated materials. In compliance with OSHA standards on blood borne pathogens, Friendsview Retirement community will offer Hepatitis B vaccine to all employees who are determined to be at risk of exposure to blood or other body fluids and follow up to all employees who have had an exposure incident. This vaccine will be provided at no cost to the employee.


Physical Requirements and Working Conditions:

  • Regularly sits in front of a computer screen, keyboarding for up to 2 hours at a time.
  • Must possess sight and hearing senses within normal limits.
  • Moderate periods of standing or walking.

Note: This job description is representative of the major position requirements and is not intended to be all-inclusive.

Apply Online

Or Download Printed Application:

PLEASE PRINT CLEARLY. Incomplete or illegible applications will not be processed.

Return Printed Applications To:

Friendsview Human Resources
Attn: Colleen Aguilar
1301 Fulton Street
Newberg, Oregon 97132