Staffing Operations Coordinator

Job Description Summary

Coordinates schedules for assigned staff in nursing department according to needs identified by manager. Maintain balanced schedules for various departments supported based on personnel resources available, while also striving to maintain fiscal responsibility and proper ratios to meet patient needs. Maintains and troubleshoots for computerized scheduling system. Codes and enters data into computer using standard procedures and established time schedule. Supports payroll coding and functioning in conjunction with ambulatory nurse leaders.

Manages specified programs and projects; designs, implements and evaluates management systems to enhance department/service operations. Works collaboratively with all levels of ambulatory nursing management and other health care professionals. Is expected to meet with Ambulatory nurse leaders and ACNO for scheduling, updates planning and strategy. Training and support for ambulatory staff about scheduling and onboarding department processes. Maintains communication through the day with the Nurse leaders and ACNO.

Responsible for conducting departmental projects as assigned for the betterment of the department’s goals. Coordinates department meetings related to projects and staffing. Manages department expense reports, invoices, subscriptions and memberships.

Category A – Competency in this position is not dependent upon patient population, as the position does not provide patient care or services. Examples:
Accountants, Medical Records, Concierge, DAP Team, PI Specialist, and Human Resources.

Minimum Education – High School graduate or equivalent. College degree preferred. Equivalent of two (2) years of Business College preferred.

Project management experience.

Minimum Work Experience – Four (4) to six (6) years of scheduling and staffing preferred.

Required additional Knowledge and Abilities

• Experience in Business Operations, Communications
• Computer Technology
• Knowledge of manpower planning, scheduling, methods and techniques
• Computer skills including training experience
• Must be attentive to detail/accuracy
• Establishes own work plan and priorities using standard procedures to assure timely completion of assigned work in conformance with department policies and procedures
• Ability to communicate effectively and document information accurately
• Ability to interact efficiently and effectively with a wide variety of individuals
• Demonstrated expertise in API, Excel Spreadsheet creation and reporting functions, project management tools, proficiency in all Microsoft Office products.

1 – Staffing and Scheduling

• Maintains employee schedules to meet the changing needs of the clinics. Inputs scheduling data into the system and makes changes as approved by Nurse Leader.
• Delivering a complete schedule in a timely manner.
• Compiles and maintains reports and ensures data integrity for decision support when researching and preparing requested reports for Nurse Leaders and Administrative Leaders.
• Responsible for coordinating ambulatory nursing staff in declared disaster/weather emergency in collaboration with the Nurse Leaders.
• Makes sure schedules are balanced and continues to assess balancing on a daily/weekly basis.
• Makes sure all payroll is updated and completed and meets timeline. Also daily payroll exceptions completed daily, all employees coded correctly.
• Identifies gaps and coordinates real time coverage solutions.

2 – Clinic / Float Staff Operations Management

• Helps to obtain staff when sick calls come in with coordination of Nurse Leaders.
• Places all sick time into scheduling system in real time.
• Projects at least 7 days ahead to ensure adequate staffing and anticipating staffing needs.
• Reallocates staff appropriately under direction of nurse leader.
• Supports scheduling / deployment of float pool staff by obtaining monthly float staff needs and ensuring proper placement.
• Tracks float pool utilization and supports equitable distribution / coverage.
• Serves as central point of contact for staffing and communicates staffing updates.

3 – Safety/Quality

• Understands departmental roles/responsibilities in the event of hospital…