Nurse Staff Analyst - Staffing Office - FT Days

Sky Lakes Medical Center•Klamath Falls, OR

About The Position

The Nurse Staff Analyst works in the Staffing Office to coordinate and maintain nursing schedules and staffing records. The role produces schedules for review by Nursing Department Directors or Unit Managers four weeks before the schedule start date and finalizes and posts them two weeks before the start date. It monitors future workload and staffing needs, maintains vacancy rotation lines and pending schedules for vacation planning, and supports adequate core staffing across nursing units. The position processes time-off requests and staffing changes, coordinates Flex Team schedules, tracks agency staff and required clinical certifications, and serves as the primary contact for units regarding time-card edits and schedule-change requests. It involves regular rounds on nursing units, communication with department leaders, and preparing and reviewing daily staffing needs based on patient acuity or other workload measures. The role requires administrative and computer skills, strong communication and problem-solving abilities, attention to detail, discretion, organization, independent judgment within established guidelines, and the ability to manage competing priorities and interruptions. Physical and cognitive demands are described as light and moderate, respectively; the position requires access to all nursing units and the ability to sit for two to three hours at a time, bend and reach intermittently, and handle phone lines and walk-in guests.

Requirements

Documented courses and/or work experience in office management and administrative support functions.
Computer and word-processing experience.
Positive interpersonal communication skills.
Excellent telephone, oral, and written communication skills, including grammar, composition, spelling, and punctuation.
Problem-solving skills.
Attention to detail and ability to perform repetitive work.
Ability to maintain an objective and factual outlook when addressing information flow.
Ability to make independent decisions and communicate within prescribed guidelines.
Self-directed approach and strong organizational skills.
Positive and flexible attitude.
Professional discretion and ability to maintain confidentiality.
Ability to handle upset or difficult guests.
Ability to prioritize assignments and manage multiple projects with minimal supervision.
Knowledge of HIPAA standards.
Maintain knowledge of Nursing Personnel Policies, including the Oregon Nurses Association contract.
Ability to get to all nursing units in the hospital; sit for two to three hours at a time; bend and reach intermittently; handle multiple phone lines and walk-in guests; work independently and with others; manage time constraints, multiple tasks, and frequent interruptions; and prioritize and organize work.

Nice To Haves

Undergraduate education and training in administration or computer science.

Responsibilities

Produce automated nursing schedules for review by Nursing Department Directors or Unit Managers four weeks before the schedule start date, and finalize and post schedules two weeks before the start date.
Monitor future workload increases and keep vacancy rotation lines up to date.
Maintain six months of pending schedules for staff vacation planning.
Maintain records including sick calls, staff orientation lists, the scheduling system, the orientation book, and printer operations.
Maintain Cardio Pulmonary schedules.
Manage schedule changes made more than 24 hours in advance, including workload increases and vacation-relief bookings; keep daily and interval records, reports, and staffing statistics.
Process staff time-off requests, including FMLA, OFLA, workers’ compensation leaves, and education time-off requests.
Review schedules for core-staffing gaps and proactively adjust schedules for nursing units up to three weeks ahead; follow up at two weeks, one week, and daily until open shifts are filled.
Notify employees of advance-booking shifts; establish and publish vacation pre-booking and vacant pre-booking shifts; notify new hires of vacant rotation lines.
Maintain current records of agency staff provided by the Director of Staffing Operations.
Make weekly and as-needed rounds on nursing units for staffing purposes.
Meet with Department Directors and Unit Managers about staffing issues as needed.
Prepare, check, and review daily staffing needs based on patient acuity or other workload measurements.
Process staffing changes after review and consultation with the Department Director, Unit Manager, or designee.
Coordinate Flex Team schedules to meet core nursing-unit staffing needs and additional requests from Department Directors and Unit Managers.
Schedule clinical staff for required certifications in advance and maintain accurate records for assigned departments, including ACLS, BLS, PALS, and NRP.
Serve as the primary contact for nursing units regarding time-card edits and schedule-change requests.
Perform other duties as assigned.