Staffing Coordinator

Stanford Medicine Children's Health•Menlo Park, CA

5d•$40 - $46•Onsite

About The Position

Staffing Coordinators work in the centralized nursing staffing offices of Stanford Hospital and Clinics and Lucile Packard Children's Hospital. They perform nurse staffing, scheduling, payroll, forms processing, and management reporting, and provide confidential administrative support to Nurse/Patient Care Managers and Assistant Nurse/Patient Care Managers. Depending on operational needs, they may rotate between the central staffing and scheduling office and inpatient units. The role emphasizes proactive problem resolution and assessing needs to manage staffing requirements and scheduling in collaboration with nursing management. The position supports nursing units through administrative work, payroll and timekeeping, regulatory compliance and record keeping, reporting, scheduling, staffing coordination, and tuition-reimbursement processing. Staff must follow hospital policies and procedures, Service Standards, the Code of Conduct, and applicable Joint Commission, patient safety, quality, and ethical care requirements. The position is not remote and is scheduled for 30 hours per week on a 10-hour day shift.

Requirements

High school diploma or GED equivalent.
Three years of progressively responsible, directly related work experience.
No license or certification is required.
Ability to gather, analyze, and communicate information clearly and concisely, verbally and in writing.
Ability to learn and follow department, unit, and agency policies and procedures and apply relevant laws, rules, and policies.
Ability to maintain strict confidentiality of personnel and patient information, handle sensitive matters discreetly, and understand and apply HIPAA regulations and hospital policies.
Ability to prioritize changing or conflicting tasks, use reason and judgment, work under pressure in a fast-paced setting, handle interruptions and a high-volume workload accurately and efficiently, and meet deadlines.
Ability to work as a team member and maintain cooperative, productive relationships with medical, professional, administrative, and support personnel.
Knowledge of and ability to use basic office equipment, including a photocopier, fax, 10-key, printer, telephone, and desktop computer; ability to maintain orderly, accurate electronic and hard-copy records.
Knowledge of and proficiency with word-processing, spreadsheet, and/or database applications, and ability to learn staffing and scheduling applications.
Knowledge of medical terminology.
Knowledge of, or ability to quickly learn, the hospital's nursing staffing and scheduling system.

Responsibilities

Provide administrative support to nursing units and managers, including reception, screening calls, maintaining records, composing documents, processing forms, distributing mail and supplies, copying, and scheduling.
Process Personnel Action Forms for employee status and compensation changes; interpret payroll and personnel policies; orient staff to timekeeping procedures; check and correct timesheets and pay codes; and process biweekly payroll, interim checks, salary advances, and adjustments.
Liaise with the Payroll Department to resolve payroll and timekeeping questions and problems.
Perform daily staffing and scheduling functions in accordance with nursing administration, HR, Payroll, and collective bargaining policies and procedures, supporting safe patient care.
Track, verify, and document required nursing licenses, certifications, competencies, credentials, and Occupational Health and HealthStream requirements; notify employees or managers about renewals and contact outside agencies to verify credentials.
Prepare and maintain nursing staff personnel files.
Generate management reports on matters including patient volume and acuity, attendance, productivity, staffing rosters, employee demographics, and leave balances and usage.
Develop and adjust computerized schedules for assigned units, consulting with nurse managers and considering staffing patterns, approved preferences, manager requests, and the goal of minimizing overtime and premium pay.
Consult with nurse managers and others about staffing and scheduling needs, including flexible staffing alternatives, and attend daily huddle meetings with Patient Placement and Administrative Nursing Supervisor staff.
Review patient census and acuity, and continually allocate core, registry, float, and relief nursing personnel to clinics and inpatient areas, including just-in-time coverage for sick calls and other unscheduled absences.
Assist with disaster and emergency preparedness planning and documentation, including contingency plans for maintaining adequate staffing.
Check tuition reimbursement forms and supporting documentation, answer policy questions, and provide complete processed forms to nursing management for approval.
Perform other duties as assigned and comply with hospital policies, safety and quality programs, patient rights, confidentiality, and required education and training.