Administrative Coordinator for Nursing Resources Office - 40hrs/week, DAYS

Albany Medical Center • Albany, NY

7d • Onsite

About The Position

Provides administrative support in the Department of Nursing Resources including but not limited to scheduling system administration, maintenance of data integrity in financial and productivity measures, and acting as a liaison among the Nursing Organization, Finance, Payroll, Human Resources, and Information Services. This role involves serving as a consultant and System Administrator for scheduling systems like Shiftwizard and Kronos Enhanced Scheduling, which interface with the payroll system. Responsibilities include system configuration, performance monitoring, problem diagnosis and correction, vendor interaction, and providing training and education to unit managers and schedulers. The position also involves developing best practices in scheduling and staffing, acting as a content expert for Central Staffing Office functions, resolving time and attendance issues, and ensuring pay practice compliance. Additionally, the role includes setting up travelers in scheduling systems, processing delegated Workday transactions, producing productivity reports, assisting in budget planning and capital purchase tracking, monitoring data flow, participating in goal setting, maintaining confidentiality, and assisting with process improvement activities. The role also requires adherence to NYS Department of Health and Joint Commission standards and self-evaluation of performance.

Requirements

• Associate's Degree of an approved business or healthcare management college - required
• 4-6 years of business office and payroll experience - required
• Demonstrated knowledge and understanding of Management Information Systems, Data Processing and the ability to use related software applications.
• Demonstrated effective interpersonal and communication skills.
• Demonstrated organizational skills with attention to detail.

Responsibilities

• Serves as consultant for Shiftwizard Scheduling System/Kronos Enhanced Scheduling System which interface with the payroll system, working with Information Systems and Payroll in the design, development and testing of new program for implementation, the maintenance of current program.
• Serves as the System Administrator for the scheduling system(s) with assisting system configuration, monitoring system performances, diagnosing/correcting problems, and interacting with the vendors and internal resource groups when needed.
• Provides training and education about scheduling systems to unit managers and schedulers as necessary.
• Establish a training/education material to raise user awareness for the scheduling system.
• Develops and shares best practices in scheduling and staffing management with unit managers and schedulers.
• Serves as a content expert and leader for Central Staffing Office functions such as establishing schedule templates and balancing schedules based on schedule changes.
• Works with managers and employees for resolution of time and attendance and scheduling issues.
• Works in a professional partnership with unit managers, Payroll, HR and IS to ensure pay practice administration compliant with the applicable policies and pay program guidelines and conduct audit as needed.
• Sets up travelers in Kronos and Shiftwizard system to schedule and to track work hours, distributes reports and oversees timecard and invoice reconciliation process.
• Processes delegated Workday transactions: Job Requisitions – approves based on the budgetary complement, One Time Payment – approves based on the established pay practice guidelines
• Produces and distributes various productivity reports on a regular basis and based on ad-hoc requests
• Assists in annual budget planning for Nursing organization by preparing historical key metrics, benchmark data and tracking budget changes.
• Assists in tracking Under $50K capital purchases and prepares a quarterly status report for Nursing Leadership.
• Provides quarterly data for Action OI reporting and distributes department reports quarterly and annually for Nursing organization.
• Monitors data flow and mapping tables among various systems to ensure integrity of data.
• Actively participates in establishing goals and strategies annually to enhance the functions and the scopes of the Nursing Resources Department.
• Maintains strict confidentiality of all employee information.
• Assists with process improvement activities to maximize efficiencies, effectiveness and quality of work.
• Acts in accordance with the standards of NYS Department of Health and Joint Commission of Accreditation Hospitals.
• Evaluates own performance in relation to role responsibilities in conjunction with supervisor.

Benefits

• Excellent health care coverage with no copay at Albany Medical Center providers
• A wide array of services and programs to support emotional, physical, and mental wellbeing

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree