6 free staffing coordinator templates for healthcare, agencies, recruiting, home care, and small business, with the FLSA non-exempt and salary guidance generic templates skip. Download as DOCX.
A staffing coordinator keeps an organization staffed: coordinating hiring and onboarding, building schedules, filling shifts, and tracking the records and credentials that keep the operation running. The role lives mostly in healthcare, home care, and staffing agencies, but it is also where a growing small business often makes its first move toward a real HR function. Either way, it comes with one detail generic templates ignore: the role is usually non-exempt and owed overtime.
At FirstHR, we build for small businesses without HR departments, and the most useful version of this template is the one written for the owner finally hiring someone to take hiring and scheduling off their plate. The six templates below cover the role across settings, a general version plus healthcare, staffing agency, recruiting-focused, home care, and small-business versions, each with the FLSA and salary guidance built in.
A staffing coordinator coordinates hiring, onboarding, and scheduling, most often in healthcare, home care, and staffing agencies. The role is usually non-exempt and owed overtime, since scheduling and following procedures is not independent judgment. Role-specific pay runs about $40,000 to $56,000, well below the broad HR-specialist median that overstates it. Six templates, downloadable as DOCX.
What a Staffing Coordinator Does
A staffing coordinator coordinates an organization's staffing and scheduling: posting jobs and screening applicants, scheduling interviews, building and adjusting staff schedules, filling open shifts, tracking availability and credentials, and maintaining records. The emphasis shifts by setting, from shift scheduling in healthcare to candidate placement at an agency.
There is no dedicated federal occupation for staffing coordinator; the role straddles human resources specialists for the recruiting-leaning version and human resources assistants for the clerical and scheduling version. That split is why pay and education requirements vary so widely, and why benchmarking to the broad HR-specialist median overstates what most staffing-coordinator roles actually pay.
Staffing Coordinator Duties and Responsibilities
Staffing coordinator duties cluster into four areas: scheduling and coverage, hiring and onboarding, records and tracking, and communication and compliance. A strong job description picks the specific responsibilities from each area that match your setting rather than listing every possible task.
Scheduling and coverage
Build and manage staff schedules
Fill open shifts and call-offs
Track availability and shift changes
Hiring and onboarding
Coordinate hiring and interviews
Post jobs and screen applicants
Onboard new hires and collect paperwork
Records and tracking
Maintain employee and applicant records
Track credentials and expirations
Keep accurate staffing documentation
Communication and compliance
Communicate schedules and updates to staff
Be a point of contact for staffing questions
Support required compliance and documentation
The weighting shifts by setting: a healthcare role leans into scheduling and credentials, an agency role into placement, a small-business role into hiring and onboarding. For a structured way to scope the role, the guide to defining job responsibilities walks through the process.
Which Template Should You Use?
Pick the template by setting and model. The core structure is the same across all six, but each emphasizes the duties and context that fit a specific kind of staffing coordinator. Use this guide to choose the closest fit, then adjust.
Staffing Coordinator (General)
Any setting
The universal version: hiring logistics, scheduling, records, and coverage. The starting point for most companies, with the FLSA note built in.
Healthcare / Nursing
Facilities and units
For a care facility: nurse and aide scheduling, credential tracking, and coverage to required ratios. The single most common setting for this role.
Staffing Agency
Placing temp/contract workers
For an agency: matching candidates to client assignments, placement scheduling, and onboarding placed workers.
Recruiting-Focused
Hiring and pipeline
For a hiring-heavy role: coordinating the interview process, managing the applicant pipeline, and supporting offers. Near-synonym for staffing specialist.
Home Care / Senior Care
Caregiver scheduling
For a home care agency: matching caregivers to clients, filling shifts, and managing caregiver schedules and credentials.
Small Business / First Hire
Owner-run, no HR
For a small company hiring its first coordinator to take hiring and scheduling off the owner. The ICP version, honest that the role is non-exempt.
Match the Template to the Setting
A care facility: Healthcare / Nursing. A staffing agency placing temps: Staffing Agency. A hiring-heavy internal role: Recruiting-Focused. A home care agency: Home Care / Senior Care. A small company making its first coordinator hire: Small Business. When the setting is mixed or unclear, start with the general version and adapt.
Download all six as a single Word document or copy individual templates. Each follows the same structure: company and job summary, key responsibilities, qualifications, an FLSA note, compensation, and how to apply, with an EEO statement, and the setting, pay, and software carried as fill-in fields. Fill in the brackets and post.
Download All 6 Job Description Templates
General, healthcare, staffing agency, recruiting-focused, home care, and small-business. All in one DOCX.
Template 1: Staffing Coordinator (General)
The universal version: hiring logistics, scheduling, records, and coverage. The starting point for most companies, with the FLSA note built in.
Staffing Coordinator Job Description (General)
STAFFING COORDINATOR JOB DESCRIPTION
Company: __ ([City, State])
Reports to: __ (HR Manager / Owner / Operations)
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly) in most cases; confirm by actual duties
Pay range: $_____ to $_____ per [year / hour]
ABOUT [COMPANY NAME]
[One or two sentences about your company and the team the staffing coordinator
will support. Note whether the focus is hiring, scheduling, or both.]
JOB SUMMARY
[Company Name] is hiring a Staffing Coordinator to keep our staffing and
scheduling running smoothly. You will coordinate hiring and onboarding logistics,
manage schedules and coverage, maintain employee records, and support our staffing
needs day to day. An organized, dependable person who keeps people and schedules
on track is ideal.
KEY RESPONSIBILITIES
•Coordinate hiring, interviews, and onboarding logistics
•Build and manage staff schedules and coverage
•Post jobs and screen and route applicants
•Maintain employee and applicant records
•Track availability, time off, and shift changes
•Communicate schedules and updates to staff
•Support compliance and required documentation
•Be a point of contact for staffing questions
REQUIRED QUALIFICATIONS
•[1-2+] years staffing, scheduling, HR, or admin experience
•Strong organization, communication, and follow-up
•Comfortable with scheduling and HR software
•Calm and effective juggling competing priorities
•Discretion handling confidential employee data
FLSA NOTE (read before posting)
Staffing coordinators are usually NON-EXEMPT (hourly) and owed overtime. Office
work alone does not make the role exempt; the administrative exemption also
requires a salary of at least $684/week plus the exercise of discretion and
independent judgment on matters of significance. A coordinator who executes
schedules and follows established procedures generally does not meet that test.
Classify by actual duties. This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [year / hour] [+ benefits]
For a hiring-heavy role: coordinating the interview process, managing the applicant pipeline, and supporting offers. A near-synonym for staffing specialist.
Template 5: Home Care / Senior Care Staffing Coordinator
For a home care agency: matching caregivers to clients, filling shifts, and managing caregiver schedules and credentials.
Home Care / Senior Care Staffing Coordinator Job Description
HOME CARE / SENIOR CARE STAFFING COORDINATOR JOB DESCRIPTION
Company: __ ([City, State])
Reports to: Administrator / Owner / Care Manager
Employment type: Full-time
FLSA status: Non-exempt (hourly) in most cases; confirm by duties
Pay range: $_____ to $_____ per [year / hour]
JOB SUMMARY
[Agency Name] is hiring a Staffing Coordinator to match caregivers to clients
and manage scheduling for our home care agency. You will coordinate caregiver
schedules, fill shifts, handle client and caregiver requests, and keep care
covered. A warm, organized coordinator who can solve scheduling problems and
care about clients is ideal.
KEY RESPONSIBILITIES
•Match caregivers to clients and care plans
•Build and adjust caregiver schedules
•Fill call-offs and ensure shift coverage
•Handle client and caregiver scheduling requests
•Track caregiver credentials and availability
•Onboard new caregivers and maintain records
•Communicate schedules and changes clearly
•Support compliance with care and labor rules
REQUIRED QUALIFICATIONS
•[1-2+] years home care, healthcare, or scheduling experience
•Strong organization and caring communication
•Comfortable with scheduling software
•Calm and responsive handling coverage issues
•Reliable and discreet with client information
FLSA NOTE (read before posting)
Home care staffing coordinators who schedule caregivers and follow established
coverage procedures are usually NON-EXEMPT (hourly) and owed overtime. Classify
by actual duties. This is general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [year / hour] [+ benefits]
To apply, send your resume to __.
[Agency Name] is an equal opportunity employer.
Template 6: Small Business / First Coordinator Hire
For a small company hiring its first coordinator to take hiring and scheduling off the owner. The ICP version, honest that the role is hands-on and non-exempt.
Small Business / First Coordinator Hire Job Description
SMALL BUSINESS STAFFING COORDINATOR JOB DESCRIPTION (FIRST COORDINATOR HIRE)
Company: __ ([City, State])
Reports to: Owner / Office Manager
Employment type: [ ] Full-time [ ] Part-time
FLSA status: Non-exempt (hourly) in most cases; confirm by duties
Pay range: $_____ to $_____ per [year / hour]
ABOUT US
We are a small, growing company hiring our first Staffing Coordinator to take
hiring, scheduling, and onboarding off the owner's plate. This is a hands-on,
do-a-bit-of-everything role on a small team: coordinate hiring, manage schedules,
onboard new people, and keep our staffing organized. Right for someone who likes
ownership and variety.
WHAT YOU WILL DO
•Coordinate hiring, interviews, and onboarding
•Build and manage staff schedules and coverage
•Post jobs and screen applicants
•Onboard new hires and collect paperwork
•Maintain employee records and documentation
•Be the go-to person for staffing and scheduling
•Help keep the company compliant as we grow
•Pitch in wherever the team needs help
WHAT WE ARE LOOKING FOR
•[1-2+] years staffing, scheduling, HR, or admin experience
•Organized, reliable, and comfortable wearing many hats
•Good with people and clear communication
•Comfortable learning scheduling and HR software
•Trustworthy with confidential employee data
FLSA NOTE (read before posting)
In a small company, a staffing coordinator doing hands-on scheduling, hiring
logistics, and administration is NON-EXEMPT (hourly) and owed overtime, even on a
salary and even with the coordinator title. Classify by actual duties. This is
general information, not legal advice.
COMPENSATION AND HOW TO APPLY
Pay range: $_____ to $_____ per [year / hour]
To apply, send your resume to __ or call ____.
[Company Name] is an equal opportunity employer.
FLSA, Credentials, and Pay Benchmarks
This is the part the generic templates skip, and for a staffing coordinator it matters: the role is usually non-exempt, healthcare settings add credential and coverage duties, the agency and internal models differ, and pay is easy to over-benchmark. Here is what to get right.
Staffing coordinators are usually non-exempt and owed overtime
The most common classification mistake on this hire is treating the role as exempt because it is salaried office work. It usually is not. The administrative exemption requires three things together: a salary of at least the federal threshold of $684 a week, office work directly related to business operations, and the exercise of discretion and independent judgment on matters of significance. Many staffing coordinator roles, especially scheduling-focused ones in healthcare and home care, clear the first two but fail the third, because building schedules and following established coverage procedures is execution, not independent judgment on significant matters. So most staffing coordinators are non-exempt and owed overtime. A higher-level recruiting-oriented coordinator paid on salary who exercises genuine discretion may qualify, but the title never decides it. Default to non-exempt when in doubt. This is general information, not legal advice.
In healthcare, credentials and coverage ratios are part of the job
Because healthcare and care facilities are the single largest setting for staffing coordinators, the role often carries compliance responsibilities that generic templates ignore. The coordinator typically tracks license and certification expirations for nurses and aides, manages coverage to required staffing ratios, and keeps records that may be checked by surveyors or regulators. Missing a lapsed credential or falling below a required ratio creates real liability for the facility. If your role is in a care setting, state credential tracking and coverage-ratio awareness as responsibilities in the posting, and plan to train the coordinator on the specific rules that apply to your facility type. This is general information, not legal advice.
Know whether you are hiring an internal or agency-style role
Staffing coordinator means two quite different things depending on the employer. At an internal employer, a healthcare facility, a small business, or a corporate HR team, the coordinator handles that organization's own hiring and scheduling. At a staffing agency, the coordinator places the agency's temporary and contract workers with external client companies, which adds client management, timesheets, and assignment tracking. The duties, the software, and the ideal candidate differ between the two. Decide which version you are hiring before you write the job description, and use the matching template, so you attract candidates who understand your model rather than a mismatched mix. This is general information, not legal advice.
Benchmark pay to the role, not the broad HR-specialist category
Pay benchmarking is a common trap for this role. A staffing coordinator maps loosely to the federal human resources specialist occupation, which has a median near $72,910, but that broad category bundles in higher-paid corporate recruiters and HR generalists and badly overstates staffing-coordinator pay. The role-specific reality, per national compensation surveys, is closer to the low-to-mid forties through mid fifties, often paid hourly around twenty to twenty-three dollars. The clerical and scheduling versions sit at the lower end, recruiting-leaning versions higher. Benchmark to the specific staffing-coordinator role and your setting rather than the broad HR-specialist median, and post a pay range where your state requires one. This is general information, not legal advice.
Usually Non-Exempt, and Pay Below the Broad HR Median
Most staffing coordinators are non-exempt: the administrative exemption (DOL Fact Sheet 17C) needs a salary of at least $684/week plus discretion and independent judgment on significant matters, which scheduling-focused roles generally lack. Role-specific pay runs about $40,000 to $56,000, well below the broad federal HR-specialist median of $72,910, which overstates it.
For the underlying rules, the exempt versus non-exempt guide and the Fair Labor Standards Act overview explain the duties tests and overtime. The practical rule: default a scheduling-and-logistics staffing coordinator to non-exempt, and benchmark pay to the specific role rather than the broad HR-specialist category.
Skills and Requirements
Staffing coordinator requirements center on organization, communication, and software fluency, scaled to the setting. Add credential-tracking awareness for healthcare roles and client-service skills for agency roles.
Requirement
What to look for
Experience
1-2+ years staffing, scheduling, HR, or admin
Organization
Strong scheduling, tracking, and follow-up skills
Software
Comfortable with scheduling and HR software
Communication
Clear communicator with staff, candidates, and clients
Healthcare
Credential tracking and coverage-ratio awareness where relevant
Classification
Usually non-exempt; confirm by actual duties
Keep every requirement job-related and neutral, since the EEOC prohibits job advertisements that show a preference based on a protected characteristic, and the SHRM guide covers the standard sections of a job description.
Staffing Coordinator Pay
Staffing coordinator pay centers in the low-to-mid forties through mid fifties, frequently hourly. Benchmark to the role, not the broad HR-specialist category that overstates it.
Role-Specific Pay Around $40,000 to $56,000
National compensation surveys place staffing-coordinator pay near the mid forties, often paid hourly around twenty to twenty-three dollars, with a typical range of roughly $40,000 to $56,000. The broad federal occupation it maps to, human resources specialists, has a median of $72,910, but that bundles in higher-paid recruiters and generalists and overstates this role.
Clerical and scheduling-focused versions, common in healthcare and home care, sit at the lower end and are usually hourly; recruiting-leaning versions run higher and may be salaried. Benchmark to your setting and the specific scope of the role, account for whether it is hourly with overtime, and post a pay range where your state requires one. This is general information, not legal advice.
Hiring a Coordinator for a Small Business
While most staffing coordinators work at larger healthcare and agency employers, a growing small business often hires one as its first real people-operations role. The adjacent first hires, an HR coordinator or a dedicated recruiter, follow the same logic. Here is what that means for the posting.
A staffing coordinator can be a small company's first step toward an HR function
Most staffing coordinator roles sit at larger, HR-mature employers such as hospitals, care facilities, and staffing agencies, but there is a real and growing segment that fits a small business: the owner who is finally hiring someone to take hiring, scheduling, and onboarding off their own plate. For a 10 to 50 person company without a dedicated HR department, a staffing coordinator is often the first person who owns people logistics. The generic templates assume a facility or agency with an HR director to report to, down to lines about reporting to the director of human resources. The small-business version here is written for the owner-operator instead: ready to fill in, honest about the hands-on nature of the role, and built around how a small company actually makes its first coordinator hire.
Classification and pay benchmarking trip up small employers
Two mistakes recur on this hire at small companies. First, classification: a staffing coordinator doing hands-on scheduling and hiring logistics is almost always non-exempt and owed overtime, so putting them on a salary with no overtime is a common misclassification, and the coordinator title never changes that. Second, pay benchmarking: the broad federal HR-specialist median overstates the role badly, since it bundles in corporate recruiters and generalists; the real staffing-coordinator range runs lower and is often hourly. The templates here build the non-exempt default and a role-specific pay framing in, so a small employer starts from a posting that reflects how the role actually works.
The coordinator you hire will run onboarding, so set them up to run it well
When a small business hires a staffing coordinator, that person usually becomes the one who runs hiring paperwork, onboarding, and scheduling for everyone who follows, which makes their own setup doubly important. After the offer, the work is consistent: a signed offer with the correct non-exempt classification, Form I-9 and tax forms, policy acknowledgments, and a repeatable onboarding workflow they can then run for every hire. FirstHR fits this for a small company without an HR department: e-signature for offers and acknowledgments, an AI onboarding wizard and task workflows the coordinator runs for each new hire, document management for I-9s and records, and an HRIS and self-service portal that keep employee data organized. To be clear about scope, FirstHR is an onboarding and HR platform; it does not run payroll, administer benefits, or replace a shift-scheduling system, so pair it with those tools. Applicant tracking is coming soon.
From Hiring to Onboarding
The job description is step one. Once a candidate accepts, the same document becomes the basis for the offer and onboarding, and a staffing coordinator is a special case: they will often go on to run onboarding and scheduling for everyone else, so starting them on a clean, documented process sets the standard for the whole company.
Send the offer
Confirm the role, pay, and the non-exempt classification in writing, based on actual duties. An offer letter template makes this fast.
Collect the paperwork
Form I-9, tax forms, and policy acknowledgments, signed electronically and stored in one place.
Run the onboarding workflow
A repeatable first-week plan, the same workflow the coordinator will then run for every hire after them.
Store the records
Keep signed forms, the classification basis, credentials, and employee records organized for compliance.
Once your offer is ready, the offer letter template handles the next step, and an onboarding template gives the new hire a structured start. FirstHR connects the offer, paperwork, e-signatures, and the onboarding workflow in one place so a small business can run the people side from one system, with the coordinator's classification recorded from day one, and the coordinator can then reuse the same workflow for every hire. FirstHR is an onboarding and HR platform; it does not run payroll, administer benefits, or replace a shift-scheduling system, so pair it with those tools. Applicant tracking is coming soon to FirstHR.
Key Takeaways
A staffing coordinator coordinates hiring, onboarding, and scheduling, most often in healthcare, home care, and staffing agencies.
Use the template that matches the setting and model: general, healthcare, agency, recruiting-focused, home care, or small-business.
Most staffing coordinators are non-exempt and owed overtime, since scheduling and following procedures is not independent judgment on significant matters.
In healthcare, the role often tracks credentials and manages coverage to required staffing ratios.
Role-specific pay runs about $40,000 to $56,000, well below the broad HR-specialist median that overstates it.
For a small business, the coordinator is often the first people-operations hire and will run onboarding, so set them up with a documented process.
Frequently Asked Questions
What does a staffing coordinator do?
A staffing coordinator keeps an organization's staffing and scheduling running by coordinating hiring, onboarding, and shift coverage. Depending on the setting, that means posting jobs and screening applicants, scheduling interviews, building and adjusting staff schedules, filling open shifts and call-offs, tracking availability and credentials, maintaining employee and applicant records, and being a point of contact for staffing questions. In healthcare and home care, the role centers on nurse, aide, or caregiver scheduling and credential tracking. At a staffing agency, it centers on placing temporary and contract workers with client companies. At a small business, it often combines hiring, scheduling, and onboarding into one role. The common thread is coordinating people and schedules so the operation stays staffed and compliant. This is general information, not legal advice.
Is a staffing coordinator exempt or non-exempt under the FLSA?
Most staffing coordinators are non-exempt and owed overtime. The administrative exemption requires three things together: a salary of at least $684 a week, office work directly related to business operations, and the exercise of discretion and independent judgment on matters of significance. Many staffing coordinator roles, especially scheduling-focused ones in healthcare and home care, clear the first two but fail the third, because building schedules and following established coverage procedures is execution rather than independent judgment on significant matters. So the typical staffing coordinator is non-exempt and paid hourly with overtime. A higher-level recruiting-oriented coordinator paid on salary above the threshold who exercises genuine discretion on significant hiring matters may qualify as exempt, but the title alone never decides it. Classify by actual duties, and default to non-exempt when uncertain. This is general information, not legal advice.
How much does a staffing coordinator make?
A staffing coordinator typically earns roughly $40,000 to $56,000 a year, often paid hourly around twenty to twenty-three dollars. National compensation surveys place the role-specific median near the mid forties, with clerical and scheduling-focused versions at the lower end and recruiting-leaning versions higher. Be careful with benchmarking: the role maps loosely to the federal human resources specialist occupation, which has a median near $72,910, but that broad category bundles in higher-paid corporate recruiters and generalists and overstates staffing-coordinator pay considerably. The clerical and scheduling reality of most staffing-coordinator postings sits well below that figure. Benchmark to the specific staffing-coordinator role and your setting rather than the broad HR-specialist median, and post a pay range where your state requires one. This is general information, not legal advice.
What is the difference between a staffing coordinator and a scheduling coordinator?
They overlap, and in some settings they are the same job, but the emphasis differs. A staffing coordinator covers the broader staffing function, which can include hiring, onboarding, and scheduling, and is common in healthcare, staffing agencies, and small businesses building their first people function. A scheduling coordinator focuses specifically on building and managing schedules, calendars, or appointments, and is more narrowly about coverage and timing than about hiring. In a healthcare facility the two titles can blur, since the staffing coordinator's main job is often shift scheduling. For a job posting, choose the title that matches the primary work: if the role mostly hires and onboards, use staffing coordinator; if it almost entirely manages schedules, scheduling coordinator may fit better. This is general information, not legal advice.
What is the difference between a staffing coordinator at an agency and at an internal employer?
The model is different. At an internal employer, such as a healthcare facility, a small business, or a corporate HR team, the staffing coordinator handles that organization's own hiring and scheduling for its own employees. At a staffing agency, the coordinator places the agency's temporary and contract workers with external client companies, which adds client management, candidate matching across multiple assignments, timesheets, and placement tracking. The internal role is about keeping one organization staffed; the agency role is about supplying staff to others. The duties, the software, and the ideal candidate differ, so decide which model you are hiring for before writing the job description and use the matching template. This page includes both an internal-employer and an agency version. This is general information, not legal advice.
Do staffing coordinators need to track credentials in healthcare?
Yes, usually. In healthcare and care settings, where staffing coordinators are most concentrated, the role commonly includes tracking license and certification expirations for nurses and aides, managing coverage to required staffing ratios, and keeping records that may be reviewed by surveyors or regulators. A lapsed credential or a coverage shortfall creates real compliance liability for the facility, so the coordinator is often a front-line part of staying compliant. If your role is in a healthcare, nursing, or home care setting, state credential tracking and coverage-ratio awareness as responsibilities in the job description, and plan to train the coordinator on the specific rules and systems your facility uses. This is general information, not legal advice.
Does a small business need a staffing coordinator?
It can make sense once hiring and scheduling become too much for the owner to manage alone. Most staffing coordinator roles sit at larger employers like hospitals, care facilities, and staffing agencies, but a growing small business often reaches a point where a dedicated person to coordinate hiring, onboarding, and scheduling pays off, frequently as the company's first informal HR hire. For a 10 to 50 person company without a dedicated HR department, a staffing coordinator can take people logistics off the owner's plate and set up repeatable hiring and onboarding. The honest guidance is to hire when the volume justifies it, be clear that the role is hands-on and non-exempt, and pair the hire with software that gives the coordinator a repeatable onboarding process to run. The small-business template here is written for exactly that situation. This is general information, not legal advice.
What should a staffing coordinator job description include?
A strong staffing coordinator job description names the setting and model up front, whether healthcare, agency, recruiting-focused, home care, or a small business making its first coordinator hire, since that shapes the duties and the software. Include a job summary that frames the role around coordinating staffing and scheduling, and group responsibilities into scheduling and coverage, hiring and onboarding, records and tracking, and communication and compliance. State the required experience, the scheduling and HR software, and any credential-tracking duties in healthcare. The most valuable additions that generic templates skip are the FLSA classification with the non-exempt default, and a role-specific salary benchmark rather than the inflated broad HR-specialist figure. Note whether the role is hourly, post a pay range where your state requires one, and close with an equal opportunity statement and clear apply instructions. This is general information, not legal advice.
