Centralized Staffing And Scheduling Coordinator

Primary Function/General Purpose of Position

The Staffing 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.

Essential Job Functions

• Create and edit schedules for nursing departments into the electronic scheduling system following all hospital policies, procedures, and guidelines. Assign specialty roles particular to each unit’s operational needs.
• Maintains staffing related records, files, and reports. Distributes reports to appropriate leaders, as determined by manager.
• 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.
• Approve or deny all timecard requests with attestations, with communication to unit managers as appropriate.
• Approve or deny all schedule requests based on skill mix and needs of the unit, with communication to unit managers as appropriate.
• Within 24 hours of shift time determine complex department staffing needs and arrange appropriate coverage in the technology and communicate to the units.
• Prepares accurate daily and/or shift work schedules, which reflect forecasted needs in collaboration with nurse managers
• Prepare timecards for readiness for manager approval (Review and clean up exceptions)
• Assists with allocation of agency resources and other duties as assigned pertaining to contract labor.
• Maintain daily maintenance of unit/department schedules within the electronic staffing system. Effectively communicates critical or immediate staffing needs to nurse manager or their designee.
• Adjusts schedule to accommodate needs through acquiring additional personnel or reducing scheduled staff. Contacts available staff to best provide for unit care requirements utilizing available resources to fill open shifts.
• 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.

Licensing/Certification

None

Education

Associates Degree in Business, Data Management, or Related Field (preferred)

Work Experience

2 years’ experience with staffing/scheduling software in a healthcare setting (required)