Lead Staffing Office Specialist

Hebrew SeniorLife • Boston, MA

8d • $54,022 - $81,034 • Onsite

About The Position

Responsible for overall Nursing Staff schedule coordination, including recruitment of replacement staff to ensure adequate staffing and assist the nursing managers throughout the facility. Process agency staff time cards, ensuring completeness and accuracy. Take lead responsibility when processing payroll to assist managers with application of benefits, timekeeping functions, and tasks related to compensation.

Requirements

• Proficiency in electronic scheduling systems (e.g., Shift Wizard)
• Experience with payroll processing and timekeeping functions
• Understanding of employee benefits and compensation
• Strong communication and interpersonal skills
• Ability to build relationships with management
• Data collection and analysis skills
• Attention to detail for accuracy in schedules and payroll
• Knowledge of HR processes related to hiring, termination, and leave of absence
• Familiarity with healthcare staffing needs and regulations

Nice To Haves

• Experience in a healthcare or nursing environment
• Experience with quality improvement programs
• Experience with fiscal management related to staffing

Responsibilities

• Determine and coordinate staffing for the entire facility based on position control
• Monitor employee exception
• Train staff on scheduling system
• Research and resolve benefit discrepancies
• Communicate with Nursing and ancillary staff in a manner that is professional and conveys respect, caring and sensitivity.
• Orient new office staff, as well as new managers and nursing supervisors about the responsibilities of the staffing office.
• Build strong relationships with the unit Nurse Managers by scheduling monthly meetings to review schedules and payroll issues, identifying potential staffing problems and opportunities for process improvement.
• Assure that the Shift Wizard downtime procedure is completed weekly including notification to nursing leadership that it has been done and where it is located in the shared drive.
• Is responsible for posting the monthly 4-week schedule, reviewing the accuracy of templates and responding to staff that are requesting to work vacant shifts.
• Assist the Nursing Operations Manager with data collection and pilot projects that support continuous process improvement – resulting in improved accuracy of schedules and payroll.
• Assure that agency staff time sheets “in” and “out” are complete, and accurate before submitting them to the agency.
• Assist the business office with clarification of time worked to assure the accuracy of received invoices.
• Take lead role in assisting nursing managers in processing payroll - ensuring accuracy, completeness and timeliness.
• Receive call outs during office hours (Monday – Friday 7am – 3pm.) When the office is closed all calls will be forwarded to the nursing supervisor.
• Assist staff in understanding the electronic scheduling system, confirming that they know where to view their schedule, understand how to request to pick up a shift, and how they can request to make changes after the schedule has been posted.
• Assure that a detailed hand-off report is given to the nursing supervisors covering staffing for the up-coming 24hr., 1:1 sitter needs, and any additional staffing or operational concerns at the close of the business day.
• Assure timecard accuracy by updating information in the scheduling system received from managers, nursing supervisors, the exception/absentee logs, and from reports on staff from Occupation Health.
• Assure that the staff time punches “in” and “out” are reviewed a minimum of twice/week, confirming accuracy of the time staff worked with a final review before submitting it to the Managers for payroll approval.
• Process schedule information and position control (schedule template) changes as instructed by the Nursing Operations Manager, unit Managers, Occupational Health, and Human Resources as it relates to the following: new hires, transfers, terminations, leaves of absence, changes of status or hours, and workers’ Compensation.
• Assure that the following payroll tasks/additions are completed in an accurate and timely manner: holiday pay, incentive pay, standby and storm protocol pay, and advanced vacation pay as directed by the Managers and Nursing Operations Manager, assuring that staff are paid correctly.
• Assure that all required documentation is maintained/stored and distribute accrued employee benefits/pay based on hours worked and classification of service.
• Assure that payroll/benefit discrepancies are resolved by discussions with the staff and/or nurse manager, researching payroll, reviewing the absentee log, and scheduling records and communicate the results of the investigation to the appropriate people.
• Assist unit Managers in creation and maintenance of staff schedules by creating templates for staff that are in-line with the unit position control.
• Assist unit Managers to cover vacant shifts by assigning float pool staff, contacting staff to pick up an extra shift, or contacting a unit that has additional staff over par to float to the unit in need; avoiding the use of over-time whenever possible.
• Assist unit Managers with fiscally appropriate decisions by staffing to par levels and canceling staff at over time (OT) when possible.
• Assist unit Managers with coverage of 1:1 sits and/or escorts for patient appointments ordered by a provider for patient safety reasons.
• Enter attendance at orientation and educational programs in Shift Wizard.
• Produce reports as needed utilizing spreadsheets and/or scheduling software.
• Perform Staffing and System Coordinator functions when necessary.
• Participate in and support quality improvement programs.
• Perform other duties as required or directed.

Benefits

• Redefine the experience of aging
• Compassion, resilience, and determination
• Make a difference in the lives of patients, residents, their families, and the broad senior care community
• Life-changing connections
• Meaningful work
• Support to always keep growing

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed