Staffing Coordinator

Commonwealth of Massachusetts • Boston, MA

4d • Onsite

About The Position

The Lemuel Shattuck Hospital, operated by the Massachusetts Department of Public Health are seeking a detail-oriented and proactive professional to support our Clinical Scheduling & Staffing team. In this role, you will provide key administrative assistance to the Clinical Scheduling & Staffing Supervisor while helping to develop, refine, and coordinate work procedures that ensure the efficient flow of hospital operations. You will play an important part in overseeing as well as maintaining and updating data for scheduling and staffing systems for all units, including float pool assignments where applicable.
Please Note Scheduled Hours: Monday – Friday, 8-4pm, with weekends off
About the Lemuel Shattuck Hospital:
Lemuel Shattuck Hospital is a fully Joint Commission accredited teaching facility that provides acute, subacute, and ambulatory care to patients referred by public agencies and private sector providers. Shattuck Hospital’s services help economically and socially disadvantaged patients to get high quality, cost-effective care from a staff that respects their dignity.
Located in the heart of Boston’s Jamaica Plain neighborhood, the Shattuck Hospital includes 248 inpatient beds including 95 Psychiatric beds and 29 Correctional Health beds. In addition, the Shattuck has a full outpatient clinic with many specialties that offers treatment to patients of the Department of Mental Health as well as Department of Correction and House of Correction inmates and community patients.
The Shattuck hospital is on the forefront of substance use disorder treatment including a Suboxone clinic serving 200 patients. In addition to direct medical services LSH hosts and supports an array of services located on the campus, serving patients struggling with addictions and homelessness.
Learn more about: what it’s like to work as a DPH nurse
Learn more about Shattuck Hospital: https://www.mass.gov/locations/lemuel-shattuck-hospital
Relocation information: https://www.mass.gov/service-details/dph-renovation-for-shattuck-hospital-replacement-building

Requirements

• Strong computer proficiency, including administrative and scheduling software systems.
• Demonstrated ability to handle confidential information with discretion and sound judgment.
• Ability to prepare, analyze, and interpret reports, and apply data to support decision-making and recommendations.
• Excellent written and verbal communication skills, with the ability to clearly convey information across diverse audiences.
• Proven ability to collaborate effectively with various departments while also working independently when needed.
• Strong organizational skills, with the ability to manage large volumes of information and prioritize multiple tasks or projects simultaneously.
• Ability to understand, interpret, and apply applicable laws, regulations, policies, and procedures governing departmental operations.
• Demonstrated interpersonal skills and the ability to work effectively with diverse groups of staff and stakeholders.
• Applicants must have at least (A) two years of full-time, or equivalent part-time, professional, administrative or managerial experience in business administration, business management or public administration the major duties of which involved program management, program administration, program coordination, program planning and/or program analysis, or (B) any equivalent combination of the required experience and the substitutions below.

Nice To Haves

• Working knowledge of applicable laws, regulations, policies, procedures, and guidelines governing unit operations.
• Understanding of the organizational structure and functions of the agency.
• Knowledge of professional telephone practices and proper call handling procedures.
• Familiarity with agency forms, documentation, and their appropriate use.

Responsibilities

• Partner with the Clinical Scheduling & Staffing Supervisor to support strategic staffing plans based on unit acuity
• Assist in developing, revising, and implementing work procedures, with approval from nursing leadership, to ensure efficient operations; participate in staff, scheduling, and position control meetings.
• Oversee and maintain scheduling systems by accurately entering and updating staffing data for all units and shifts, ensuring compliance with hospital policies.
• Co-Manage the scheduling staffing software, and serve as a primary resource for staff by providing technical assistance.
• Execute payroll processing using the Commonwealth Self-Service Time and Attendance system, ensuring accuracy of schedules, overtime, and benefit time reporting.
• Review clinical schedules for accuracy, including hours worked, approved time off, and overtime utilization.
• Prepare and maintain departmental reports and records, including benefit relief time utilization, holiday scheduling, and time and attendance data.
• Administer and monitor clinical overtime approvals and paid time-off requests in accordance with established policies.
• Communicate with staff to coordinate coverage for authorized overtime and additional shifts.
• Coordinate team efforts to meet operational objectives and support nursing and departmental leadership as needed.
• Prepare correspondence, reports, and other administrative materials.

Benefits

• When you embark on a career with the Commonwealth, you are offered an outstanding suite of employee benefits that add to the overall value of your compensation package. We take pride in providing a work experience that supports you, your loved ones, and your future.
• Explore our Employee Benefits and Rewards!

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 5,001-10,000 employees