Staffing Coordinator, Administrative​/Clerical

SUMMARY

Assumes responsibility for and participates in all phases of the Nursing Department scheduling system to maintain day‑to‑day operations of the staffing office that reflect excellence in organizational and communication skills. Participates as an editor in the payroll system to ensure accuracy of staff time cards.

• Responsibility I – Staffing Office Activities
  • 1. Coordinates and reviews the ANSOS computer schedule system for each nursing unit with the unit master schedule, then updates the daily profile sheets for efficiency and accuracy.
  • 1.1 Maintains and prepares daily staffing worksheets for each shift and updates for accuracy.
  • 1.2 Prints daily worksheets, generating sheets five days in the future to anticipate staffing needs.
  • 1.3 Contacts staff and Per Diem RN’s, LPN’s, NA’s and USY’s to cover vacancies, sick calls and vacations; records on the staffing call log sheet, assigning to appropriate unit.
  • 1.4 Completes accurate assigning of all staff including MOT as reflected on profile sheets and enters this into ANSOS System.
  • 1.5 Tabulates census per unit per shift and enters into workload data of the ANSOS System.
  • 1.6 Utilizes the total census on all units and enters on the daily worksheet for each shift.
  • 1.7 Enters four‑week time cycles of the Nursing units and addresses discrepancies with the Nurse Manager.
  • 1.8 Assists Staffing Manager/Administrative Nurse Manager in placement of qualified staff to appropriate units.
• Responsibility II – Coordinating and updating the staffing process to reflect changes in the scheduling system
  • 2.1 Maintains LOA grid and updates as necessary.
  • 2.2 Maintains and updates 1199 mandatory overtime list of nursing assistants and unit secretaries.
  • 2.3 Generates biweekly process of accurate scheduling of Code Stat list and distributes to all nursing units.
  • 2.4 Maintains office supplies on a regular basis to ensure adequate inventory.
  • 2.5 Distributes payroll checks to individuals in the nursing department as necessary.
  • 2.6 Types, files and copies as directed by the Director of Nursing Resources and Administrative Nurse Managers.
• Responsibility III – Nursing Unit Resource Support
  • 3.1 Generates daily schedule for each nursing unit for manager to review.
  • 3.2 Projects staffing needs for the month and week, makes calls to cover vacancies.
  • 3.3 Enters staffing and time card changes in the ANSOS system and the API system daily; checks and edits all time clocking for accuracy.
  • 3.4 Prints monthly schedules for each unit in the format requested by Nursing Manager/Clinical Coordinator.
  • 3.5 Assists in the calculation and tabulation of monthly mandatory overtime and dependability data for each unit.
• Responsibility IV – Administers and maintains the Nursing Department ANSOS System
  • 4.1 Demonstrates knowledge of nursing units’ position control report to assist in assigning DCPOS position numbers to all new employees and interdepartmental transfers as requested by Director of Nursing Resources.
  • 4.2 Assists in completing data entry of all new hires into controller module of the ANSOS System.
  • 4.3 Logs and enters monthly license expiration and certification information and follows up to ensure all licenses and certifications are accurate.
  • 4.4 Enters all approved annual vacations in the long‑term request section for the controller module for all nursing staff.
  • 4.5 Maintains status changes of nursing staff in the ANSOS System.
• Responsibility V – Maintains appropriate communication information according to department and hospital goals and policy
  • 5.1 Screens and refers all incoming telephone calls and ensures that accurate and timely communication is facilitated and that the department/hospital is presented in a positive and courteous manner.
  • 5.2 Answers telephone in a timely and courteous manner, identifying self and department at all times.
  • 5.3 Records accurate information regarding staffing schedules and enters into the scheduling system.
  • 5.4 Responds promptly and accurately to staffing inquiries, and based upon personal knowledge routes to appropriate department/manager.
• Responsibility VI – Promotes a safe and efficient working environment by adhering to hospital and departmental…