Skilled Nursing Scheduler (CNA)

Why Join Heritage Grove Estates?

At Heritage Grove Estates, joining our team means more than accepting a position—it means becoming part of an organization that values your contributions, supports your professional growth, and recognizes the impact you make every day.

✔ Supportive, team-oriented environment
✔ Opportunities for advancement and career development
✔ Leadership that values and listens to staff
✔ Meaningful work where you truly make a difference

Position Overview

Heritage Grove Estates is seeking a highly organized and proactive Scheduler and Supply Coordinator to support both staffing operations and supply management within our skilled nursing environment. This dual-role position is essential to maintaining appropriate staffing coverage, managing labor efficiency, and ensuring clinical teams have the supplies needed to deliver high-quality care.

In this role, you will collaborate closely with nursing leadership and department heads to manage daily staffing needs, respond to schedule changes, and oversee procurement and inventory processes. This position requires strong attention to detail, adaptability, and the ability to balance operational priorities with staff and resident needs.

This position includes participation in an on-call rotation to address staffing needs and operational demands. Due to the critical nature of maintaining appropriate staffing levels, this role is expected to provide direct floor support (as a CNA, Medication Aide, or Nurse, based on licensure) in the event of call-ins or staffing shortages. Scheduling for this role is flexible and may vary based on operational needs, including adjustments to hours to accommodate coverage requirements and ensure continuity of resident care.

Key Responsibilities

Staffing & Scheduling

• Develop and maintain staffing schedules to ensure full coverage across all shifts while minimizing overtime

• Evaluate and adjust schedules daily based on census, staffing levels, time-off requests, and operational needs

• Communicate regularly with nursing leadership and department heads to align staffing with resident care demands

• Respond promptly to call-ins and staffing shortages, securing coverage or adjusting staffing levels as needed

• Provide direct care support (CNA, Medication Aide, or Nurse, as licensed) when coverage cannot be secured

• Utilize scheduling systems to create and distribute accurate, up-to-date schedules and maintain timekeeping records with a high level of accuracy

• Encourage flexible scheduling practices, including shift swaps and cross-coverage, while maintaining compliance with staffing requirements

• Monitor and report overtime trends, staffing concerns, and scheduling inefficiencies to leadership

• Calculate and report daily staffing metrics, including patient per day (PPD)

• Prepare and present monthly staffing schedules and coverage summaries to leadership

• Post and maintain daily and weekly schedules and ensure proper filing and documentation

Medical & Supply Coordination

• Manage procurement of medical and facility supplies, ensuring timely and cost-effective ordering

• Maintain organized stockrooms to ensure accessibility and efficiency for clinical teams

• Track inventory levels and implement systems to monitor usage and establish reorder points

• Conduct routine inventory audits and collaborate with department leads to forecast supply needs

• Communicate with vendors to manage orders, shipments, and product issues

• Ensure all supplies meet infection control standards and regulatory requirements

On-Call & Facility Support

• Participate in an on-call rotation to address after-hours staffing needs and operational issues

• Provide direct care coverage as needed based on licensure during staffing shortages

• Support additional administrative and operational tasks as assigned by leadership

Qualifications

• High school diploma or equivalent required; associate degree or healthcare-related certification preferred

• Active Certified Nursing Assistant (CNA) or Medication Aide certification required

• Minimum of 1–2 years of experience in scheduling, healthcare operations, or supply coordination

• Working knowledge of healthcare operations, staffing models, and clinical workflows

• Proficiency in scheduling systems, Microsoft Office (including Excel), and inventory management tools

• Strong organizational, time-management, and multitasking skills

• Effective communication and interpersonal skills

• Ability to remain calm, responsive, and solution-oriented in a fast-paced environment

• Demonstrated accountability, professionalism, and teamwork

Benefits

• Competitive compensation

• 401(k)

• Health, dental, and vision insurance

• Paid Time Off (PTO)

• Care Cash Program

• Referral Bonus Program

• Supportive and collaborative work environment

Grow With Us

At Heritage Grove Estates, we are committed to the development of our team members. Whether you are expanding your experience in healthcare operations or advancing your career, we provide opportunities for growth and professional development.

About Us

Heritage Grove Estates proudly serves the Topeka, Kansas community by providing exceptional skilled nursing and rehabilitation services. Our mission is centered on compassion, quality care, and operational excellence.

We foster a workplace culture where employees are valued, supported, and empowered to succeed—both professionally and personally.

Apply Today

Join a team where your work supports both operational success and quality resident care. Apply today to become part of Heritage Grove Estates.

Equal Opportunity Employer

Heritage Grove Estates is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to any protected characteristic in accordance with applicable laws.

Reasonable Accommodation

Heritage Grove Estates is committed to providing reasonable accommodations to individuals with disabilities throughout the application and hiring process. Applicants requiring assistance should contact Human Resources.

Physical Requirements

• Ability to lift, carry, and move supplies (up to 25 lbs as needed)

• Ability to stand, walk, and move between office, clinical, and storage areas throughout the day

• Ability to respond promptly to staffing and operational needs, including after-hours support