Staffing Coordinator

DEPARTMENT: NURSING ADMIN

FACILITY: Tift Regional Medical Center

WORK TYPE: Full Time

SHIFT: Daytime

HOURS: 8a-4:30p

SUMMARY:

The Staffing Coordinator supports the Nurse Managers, Assistant Managers, and Supervisors in the daily staffing of the inpatient nursing units. They specifically assure that hours of care per patient day are the appropriate budgeted level, that each vacant shift that needs to be filled is filled by the least costly employee available, and that agency utilization is kept at an absolute minimum. This position also acts as an expert on the Kronos Scheduling and Analytics system, performing daily inputs into the system, maintaining the system, and educating others about its use. Additionally, this position assists in managing our agency nursing staff, including collaborating with external vendors and compiling and maintaining up to date agency files. They perform numerous secretarial duties under minimal supervision. Their responsibilities include typing, data input, complex correspondence, relaying confidential information, gathering and interpreting information to develop complex reports, and maintaining department files.

RESPONSIBILITIES:

* Acts as an expert on Kronos timekeeper, scheduler, and analytics.
* Works with Information Systems to maintain and update Kronos as required.
* Inputs, deletes, and maintains information for the database with appropriate reports composed.
* Executes reports and labels from database files as needed.
* Demonstrates critical thinking skills.
* Orders office supplies.
* Teaches and trains staff on systems and processes.
* Assists in on-boarding new staff and agency staff.
* Assists in maintaining Resource Pool and agency files.
* Monitors and communicates trends in agency and overtime hours for nursing department.
* Provides assistance to nursing administration in filing and forms maintenance on an as needed basis.
* Prints and posts a six week nursing schedule from Kronos at least four weeks prior to schedule start date.
* Works with new hires to develop individual schedules. Also works to minimize unscheduled or excessive leave by working with new hires in the nursing department on regular attendance practice.
* Assists in establishing the organization as an employer of choice by developing a strong rapport with staff members.
* Reconciles evening and night shift supervisor's Daily Staffing Sheet (DSS) with payroll hours report.
* Performs Kronos import processes and edits Daily Assignments as necessary.
* Enters actual census for previous day into Kronos.
* Prints and distributes HPPD and DSS from Kronos for the previous day. Also, prints and distributes DSS, HPPD, and Call Off recommendation reports for the following day.
* Monitors staffing schedule to ensure proper nursing coverage for all nursing shifts and units. This includes update Kronos with sign-ups and call offs and alerting leadership of potential staffing issues.
* Replaces nursing call outs as instructed by manager or supervisor.
* Updates nursing schedule and posts sign-up sheets for open nursing shifts.
* Updates new hires and terminations for nursing departments.
* Assures approval of benefits time requests and ensure that accurate benefit time accruals are maintained for nursing department.
* Enters approved requests for leave in Kronos.
* Maintains Daily Staffing Sheets in SmartSheets.
* Resolves scheduling issues with department directors/managers as needed.
* Reviews the Unit schedule for accuracy and completeness, referring back to the manager any necessary corrections required to assure appropriate staffing for that individual unit.
* Develops and maintains a process for two way communication of schedule changes with the managers.
* Prepares and distributes reports as requested for leaders.
* Develop and maintains an auditing process for verifying schedule entries and correctness on a regular basis; providing variance reports after each scheduling period to document accuracy and change information.
* Actively participates in the resolution of discrepancies and scheduling system issues that may contribute to any discrepancies.
* Actively participates in the development and revision of the policies relating to nursing staffing and scheduling.
* Makes recommendations for any changes needed in staffing and scheduling processes and procedures to enhance the efficiency of staffing.
* Assesses needs and makes necessary adjustments to staffing to provide adequate coverage for the next shift to meet patient care needs.
* Keeps abreast of all pertinent federal, state and facility regulations, laws and policies as they presently exist and as they change or are modified.
* Understands and adheres to compliance standards as they appear in the Corporate Compliance Policy, Code of Conduct, and Conflicts of Interest Policy.
* Demonstrates the ability to perform tasks that meet the age-specific requirements of the persons, patients, vendors, and staff that the employee is charged to interact with as required by the position.
* Offers suggestions on ways to improve operations of department and reduce costs.
* Attends all mandatory education programs.
* Improves self-knowledge through voluntarily attending continuing education/certification classes.
* Maintains required competency levels as identified in written exams, skills checklists, skills labs, annual safety and health requirements as well as service excellence education hours requirements.
* Willing to cross-train in order to better assist co-workers and to provide maximum efficiency in department.
* Volunteers/participates on hospital committees, functions, and department projects.
* Manages resources effectively.
* Reports equipment in need of repair in order to extend life of equipment.
* Makes good use of time so as to not create needless overtime.

EDUCATION:

* Associate's Degree in related field

CREDENTIALS:

OTHER INFORMATION:

* Bachelor's degree strongly preferred.

* Previous clerical or administrative experience required.

* Previous staffing, timekeeping, and database management experience preferred.

Southwell/Tift Regional Health System, Inc. is an Equal Opportunity Employer.