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 nursing staffing, scheduling, payroll, forms processing, and management reporting, while providing 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 coordinator provides administrative support to nursing units, processes payroll and personnel changes, interprets timekeeping procedures, maintains regulatory and employee records, and prepares reports. They develop and adjust unit schedules, consult with managers about staffing options, participate in daily planning huddles, and allocate nursing personnel based on patient census, acuity, and coverage needs. They also support emergency staffing plans and process tuition reimbursement forms. Employees must follow hospital policies, service standards, and conduct requirements, as well as applicable Joint Commission requirements.

Requirements

High school diploma or GED equivalent.
Three years of progressively responsible and directly related work experience.
Ability to gather, analyze, and communicate clear and concise information verbally and in writing.
Ability to learn and follow department, unit, and agency policies and procedures, and apply laws, rules, and procedures relevant to assigned work.
Ability to maintain strict confidentiality of personnel records and patient information and handle sensitive matters discreetly, applying HIPAA regulations and applicable hospital and department policies.
Ability to prioritize changing or conflicting tasks, exercise initiative 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 effectively 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 machine, 10-key, printer, telephone, and desktop computer.
Ability to maintain orderly and accurate electronic and hard-copy files, including confidential and sensitive records.
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.
No license or certification is required.

Responsibilities

Provide administrative support to assigned nursing units and managers, including reception, telephone screening, records maintenance, document preparation, form processing, mail distribution, supply requisitioning, photocopying, scheduling, and calendaring.
Process Personnel Action Forms for employee status and compensation changes, and explain personnel and payroll policies and procedures to managers and employees.
Orient staff to timekeeping changes, answer related questions, and review and correct timesheets to ensure accurate time and pay-code recording.
Process biweekly payroll, interim checks, salary advances, and adjustments according to payroll procedures; liaise with the Payroll Department to resolve questions and problems.
Perform daily staffing and scheduling functions that meet nursing-unit requirements and support safe patient care in accordance with nursing administration, HR, Payroll, and collective bargaining policies.
Track, verify, and document nursing employees’ licenses, certifications, competencies, credentials, and Occupational Health and HealthStream requirements; notify employees or managers of renewal dates and contact outside agencies to verify credentials as needed.
Prepare and maintain nursing staff personnel files.
Generate reports for managers on matters such as patient volume and acuity, attendance, productivity, staffing rosters, employee demographics, and leave balances and usage.
Develop computerized schedules based on staffing patterns, policies, employee preferences, and manager requests, while minimizing overtime and other premium pay; revise schedules in consultation with nurse managers.
Consult with nurse managers and others about staffing and scheduling needs, including flexible staffing alternatives.
Attend daily huddle meetings with Patient Placement and Administrative Nursing Supervisor staff to plan for changes in volume and census.
Review patient census and acuity information 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 recordkeeping, including developing and implementing contingency staffing plans.
Review tuition reimbursement forms for completeness and supporting documentation, answer policy questions, and provide processed forms to nursing management for approval.
Comply with Joint Commission requirements, hospital policies and procedures, Service Standards, and the Code of Conduct.