Hospital Staffing Coordinator & Administrative Assistant

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Full Time Clerical Osceola, WI, US

6 days ago Requisition

• Create Teamwork
• Lead with Honesty & Integrity
• Convey Compassion
• Show Respect
• Pursue Quality

Osceola Medical Center is committed to implementing these behavior standards as a foundation for how we hire, develop, and retain our team members. By intentionally selecting candidates whose values and behaviors align with these standards, we ensure that our mission is lived out every day, creating an environment where patients feel valued, respected, and confident that OMC is the place for all their healthcare needs.

The Hospital Staffing Coordinator & Administrative Assistant supports the day‑to‑day operational and administrative functions of the department by coordinating staffing and schedules, maintaining accurate workforce records, and providing comprehensive administrative assistance. This role ensures appropriate staffing coverage, supports departmental leaders, and contributes to efficient hospital operations and high‑quality patient care.

• High school diploma or equivalent required
• Associate degree in Office Assistant, Administrative Assistant or comparable, preferred
• BLS certification, required
• Prior experience in healthcare staffing and scheduling required
• Proficiency with scheduling software (ADP, Suite Scheduler, WhenIWork, etc.).
• Excellent verbal and written communication skills.

• Staffing & Scheduling Coordination
• Coordinate daily staffing for clinical departments to ensure adequate coverage, including med/surg, ED, OB, and surgery.
• Adjust staffing levels in real time based on census, workload, call‑ins, and emergent needs.
• Maintain and update staff schedules using approved scheduling systems (e.g., Suite Scheduler, ADP, WhenIWork, etc.).
• Process PTO requests, shift swaps, call‑ins, and availability updates.
• Communicate staffing changes to the shift supervisor(s) and department leaders.
• Develop monthly schedules with final confirmation from leadership.
• Collaborate with the Clinical Nurse Educator to develop new employee orientation schedule.
• Monitor overtime, agency usage, and staffing variances to support budget and labor policy compliance.
• Maintain department staffing occurrences and notify leadership when discipline action is required.
• Collaborate with HR department to report out current position openings, interview scheduling, and other department needs.
• Administrative & Office Support
• Provide administrative support to departmental leaders and staff.
• Manage correspondence, phone calls, emails, and internal communications.
• Schedule meetings, prepare agendas, take minutes, and distribute materials.
• Organize and update department files, records, and electronic databases.
• Assist with onboarding tasks such as entering schedules, preparing materials, and supporting orientation activities.
• Order and maintain office supplies and coordinate basic facilities requests.
• Workforce & Compliance Management
• Maintain accurate employee scheduling records.
• Help ensure compliance with organizational policies, labor contracts (if applicable), staffing ratios, and state/federal requirements.
• Prepare staffing reports, attendance summaries, and workforce metrics for leadership.
• Support audits, quality improvement initiatives, and department performance goals.
• Customer Service & Communication
• Serve as a primary contact for scheduling and administrative inquiries from employees, leaders, and support services.
• Provide timely and professional communication regarding staffing needs and changes.
• Help resolve scheduling conflicts with a customer‑focused approach.
• Promote positive working relationships and act as…