Staffing Assistant II – Admin Staffing – Chula Vista Medical Center – Variable Shift – Full Time

Sharp HealthCare•Chula Vista, CA

1d•Onsite

About The Position

Coordination of centralized hospital staffing coverage and staffing data according to department policy and procedure. Additionally, helps ensure that complex schedules are created and balanced, taking into account a variety of staffing needs – both daily and long-term. Assist nursing leadership in daily timecard management ensuring accuracy and compliance with policies and procedures.

Requirements

H.S. Diploma or Equivalent
1 Year experience in an administrative, business office, or related role.
Ability to manage independently.
Ability to address various deadlines, prioritizing and preserving accuracy while meeting these demands.
Ability to handle issues in a friendly, courteous and accurate manner.
Basic computer knowledge.
Demonstrates proficiency in Microsoft Office applications.

Nice To Haves

Computer and/or technical education.
Experience in staff scheduling.
Experience in healthcare.

Responsibilities

Creates and balances complex schedules to meet staffing needs for clinical units using established staffing guidelines, union contractual language and other relevant policies and procedures.
Reviews and maintains clinical staff schedules to make sure that commitment shifts are met.
Creates employee schedules and accurately enters into the scheduling system each shift to ensure staff is working at their assigned FTE.
Completes accurate and balanced schedules to ensure that each unit can have safe nursing practice and quality care.
Ensures effective and accurate management of the daily staffing assignment which contributes to the financial success of the organization.
Assesses available staff for assigned units within established timelines and completes all unit assignments.
Manages day to day staffing and coverage for sick calls, paid time off (PTO) requests and leave of absence (LOA).
Determines unfilled shifts and follows established guidelines for filling clinical needs. This includes communicating open shifts to staff, receiving inquiries to fill, and assuring requests meet established guidelines.
Communicates with nursing executive leadership to obtain premium shift approval.
Provides preliminary needs and final names to Central Staffing Office (CSO) per guidelines.
Assesses and determines appropriate staff to float according to established union contractual guidelines.
Cancels employees/agencies personnel according to policy and union contractual guidelines.
Communicates staffing activities, outcomes, and changes to other members of the staffing team and unit, through documentation and/or verbal report per department processes.
Keeps CSO, charge nurses, unit managers, Administrative Liaison (AL), and Director informed of changes and staffing deficits when unable to fill shifts.
Provides clear, accurate and timely reports to team members, unit charge person, facilities, and appropriate manager.
Maintains up to date, accurate daily plan sheets.
Accurately and independently performs all staffing and scheduling functions which include use of specialty codes and application of premium pay practices.
Collaborates with CSO, leadership, and AL to safely staff units to assure quality and safety for care delivery.
Reviews clinical unit employees’ timecard entries in electronic timecard system to ensure employees are compensated appropriately.
Communicates discrepancies and errors with staff and nursing leadership for timely follow-up and resolution of timecard incongruencies for payroll accuracies.
Ensures clinical units’ timecard data entries are reviewed and completed as assigned by given deadline.
Runs and reviews timecard reports throughout the pay period to monitor exception messages and take necessary action.
Accurately and independently performs all electronic timecard functions.
Gives constructive and positive feedback to peers/employees regarding work performance and notifies manager/director of on-going trends in staffing and documentation deficits.
Precepts and mentors new employees by providing them with the necessary knowledge, skills, and support to succeed in their role.
Utilizes opportunities for incidental teaching with staff/peers.
Receives feedback from others with a positive attitude.
Demonstrates effective relations by consistently communicating in a positive and collaborative manner that is perceived by customers as pleasant and professional.
Responds to needs and dissatisfactions with a timeliness that promotes customer satisfaction.
Keeps work areas clean, free of non-work equipment and leaves work area ready for use by next employee.
Utilizes ergonomic equipment i.e. wrist rests, headsets, chair position, etc.
Uses supplies and equipment safely.
Reports equipment malfunction to appropriate authority and manager.
Reports safety hazards.
Develops in areas where not fully competent in matters relating to staffing and timecard management by keeping up with all current policies, procedures, practices, contractual language for any active labor contracts, Federal and State regulations.
Respects others' values and opinions and promotes cooperation with team members.
Contributes and participates in department meetings in a positive manner.