Executive Assist/Staffing Coordinator

Holy Family Medical Center•Des Plaines, IL

2d•Onsite

About The Position

The Executive Assistant / Staffing Coordinator is responsible for the day-to-day operations of the department. This role works closely with the Hospital Administrator/CEO, administrative team members, and department heads to ensure compliance with the hospital corporation's goals and objectives. Key responsibilities include effective communication (written, verbal, and telephone), inputting and retrieving computerized data, and supporting the creation and revision of department schedules. The position involves matching departmental needs with available personnel, meeting schedule posting deadlines, and scheduling staff efficiently and cost-effectively. The role also includes evaluating and revising daily staffing due to absences (paid time off, sick leave, leave of absence) and other unexpected circumstances, obtaining daily staffing needs from departments, and making real-time adjustments. Additionally, the Executive Assistant / Staffing Coordinator supports the review and approval process for supplemental agency personnel, reviews and qualifies agency candidates, updates the Vendor Management System (VMS), ensures compliance files are complete, and reconciles VMS invoices in collaboration with the Finance department, aiming to reduce agency utilization.

Requirements

High School Diploma or equivalent required.
Experience and proficiency with Microsoft Office applications required.
Strong interpersonal communication skills required.
Ability to excel in a fast-paced environment.

Nice To Haves

Experience in healthcare preferred, preferably in an acute care setting.
A minimum of 3 years experience in a hospital administration environment preferred.

Responsibilities

Manage the day-to-day operations of the department.
Support the Hospital Administrator/CEO, administrative team, and department heads in achieving hospital corporation goals.
Communicate effectively with all levels of personnel and visitors.
Input and retrieve computerized data.
Support the creation and revision of department schedules.
Match departmental needs with available personnel.
Meet schedule posting deadlines.
Schedule staff in a productive and cost-effective manner.
Evaluate and revise daily staffing due to absences and unexpected circumstances.
Obtain daily staffing needs from assigned departments and make real-time adjustments.
Support the review and approval process for supplemental agency personnel.
Review and qualify contracted labor candidates.
Update agency candidate orders in the Vendor Management System (VMS).
Ensure all incoming agency personnel have complete compliance files in the VMS.
Reconcile VMS invoices for hours and charges with the Finance department.
Establish a pattern of agency reduction.