Centralized Staffing and Scheduling Coordinator

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Scheduled Weekly

Hours:

24

Work Shift: Days/Nights (United States of America)

Reports to:

# of Direct Reports:

Primary Function/General Purpose of Position

The Centralized Staffing & Scheduling Coordinator performs all scheduling, staffing, and timekeeping responsibilities for designated work areas within scope. This includes creating and editing schedules to filling open shifts, timecard management, as well as mobilizing staff for daily needs that surface less than 24 hours before the start of a shift (cancellation, flexing, floating, and management of unplanned shift vacancies, as well as daily maintenance of unit/department schedules).

This role utilizes an electronic staffing system platform and requires strong communication with multiple stakeholders and leaders.

• Create and edit schedules for nursing departments in the electronic scheduling system following all hospital policies, procedures, and guidelines. Assign specialty roles particular to each unit’s operational needs.
• Prepare accurate daily and/or shift work schedules, which reflect forecasted needs in collaboration with nurse managers.
• Approve or deny all schedule requests based on skill mix and needs of the unit, with communication to unit managers as appropriate.
• Balance and publish schedules at the end of the self-scheduling period to ensure all skill mixes are covered for unit efficiency; determine the vacancy rate for the various roles in the department and post incentive shifts in accordance with the incentive policy for the ministry.
• Adjust schedules to accommodate needs through acquiring additional personnel or reducing scheduled staff. Contact available staff to best provide for unit care requirements utilizing available resources to fill open shifts.
• Within 24 hours of shift time, determine complex department staffing needs and arrange appropriate coverage in the technology and communicate to the units.
• Receive sick call notifications and manage unplanned shift vacancies; evaluate market staffing as a whole system to determine needs for recruiting associates for open shifts, leveraging technology to maximize inpatient resources with minimal fiscal impact to the hospital organization.
• Maintain daily maintenance of unit/department schedules within the electronic staffing system. Effectively communicate critical or immediate staffing needs to nurse manager or their designee.
• Approve or deny all timecard requests with attestations, with communication to unit managers as appropriate.
• Prepare timecards for readiness for manager approval (Review and clean up exceptions).
• Maintain staffing related records, files, and reports. Distribute reports to appropriate leaders, as determined by manager.
• Assist with allocation of agency resources and other duties as assigned pertaining to contract labor.

This document is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Employees may be required to perform other job-related duties as required by their supervisor, subject to reasonable accommodation.

None

Associate degree in business, Data Management, or Related Field (preferred)

1 year experience with staffing & scheduling software (required)

Previous experience in a healthcare setting (preferred)

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• Computer skills to include Microsoft Office
• Excellent written and verbal communication skills
• Scheduling Software
• Organization
• Stakeholder engagement
• Problem solving
• Teamwork
• Project Management

• Attention to detail
• Acceptance of authority
• Critical thinking
• Communication with all levels of professionals
• Teamwork
• Conflict resolution
• Active listening
• Relationship building

• Competitive pay, incentives, referral bonuses and 403(b) with employer contributions (when eligible)
• Medical, dental, vision, prescription coverage, HSA/FSA options, life insurances, mental health resources and discounts
• Paid time off, parental and FMLA leave, short- and long-term disability,…