Staffing Coordinator - Acute

Summit BHC•City of Rochester, NY

About The Position

PURPOSE STATEMENT: The Staffing Coordinator is responsible for ensuring that staffing of Nursing Service employees meets and maintains the department and facility needs for safe and effective client care. Organizes and prepares work schedules of employees including core shifts, overtime shifts, training, transport, and other areas the facility may need according to established nursing guidelines based on census and client acuity for all nursing units and programs. Communicates to employees their schedule, schedule changes, scheduled training times, and approval or denial of requests for time off.

Requirements

High School diploma or equivalent required.
One year of staff scheduling experience required, medical staff scheduling preferred.
Experience with automated scheduling platforms required.
Microsoft Word and Excel software knowledge and experience required.
Must have good communication skills and be able to interact effectively with all members of hospital departments.
CPR and de-escalation and restraint certification required (training available upon hire and offered by facility).
First aid may be required based on state or facility.

Nice To Haves

Associate’s Degree in Office Management, Business, Health Care Administration or related field preferred.

Responsibilities

Creates, follows, and maintains the master staffing schedule utilizing facility staff matrix guidelines and protocol including weekend and holiday schedules.
Monitors census, staffing, scheduled admissions and discharges (minimum twice daily) to ensure the appropriate number of staff is available for each work shift.
Prepares daily and monthly staffing sheets with continual revisions as necessary and communicates to appropriate staff.
Collects and files by date the 24-hour staffing report, daily assignments sheets, and daily census.
Ensures staffing of Nursing Service employees meets all department and facility needs; monitors and maintains employees’ core schedules, overtime, training, transport, vacancies, etc.
Reports all issues with staffing to the DON along with resolutions for staffing concerns.
Schedules employees and agency staffing for core shifts, overtime shifts, training, transport, and other areas the facility may need to ensure vacancies are covered and overtime is limited and monitored appropriately.
Finds replacement staff as needed to maintain proper scheduling for call outs, vacations, and leave of absence.
Prepares reports on aggregating data to include calls outs by staff, shift, and unit.
Reviews the report with DON and HR on a weekly basis.
Monitors, obtains approval from DNO and schedules employees requests for time off, call outs, overtime, and training.
Ensures that employees’ absences and time off (PTO) are properly requested, approved, and reflected in the timekeeping and scheduling systems.
Provides immediate notification of vacant position data to DON and Human Resources.
Assists in monitoring and updating the position control for Nursing.
Communicates to employees their schedule, schedule changes, scheduled training times, and approval or denial of requests for time off.
Verifies employees’ daily time is coded correctly in the timekeeping system including missed punches and the time worked is designated to the proper departments; makes adjustments as needed.
Manages the attendance tracking for Nursing staff.
Receives and organizes reports from all units to gather all reportable data such as daily FTE and distribute to appropriate staff.
Provides administrative support, as needed.
Assists with ordering of supplies and delivery to units as needed.
Works with HR and payroll teams to resolve paycheck issues, as needed.