Staffing Office Coordinator - FT Rotating, Nursing Administration

Jefferson Health Plans • Philadelphia, PA

5d • Onsite

About The Position

The Staffing Office Coordinator provides daily staffing functions and administrative support for designated Resource Management Centers, the centralized locations for daily staffing functions across designated regions. The role ensures accurate use of organizational policies and procedures and requires critical thinking, collaborative decision-making, attention to detail, the ability to work under pressure, and a focus on caring customer service.

The coordinator adjusts nursing staff schedules, reviews projected census and staffing levels, collaborates with unit and nursing leadership to confirm staffing needs, and develops staffing proposals for review. The position also manages absence notifications, documents staffing information, escalates staffing issues, and communicates staffing changes. As a primary end user and system expert for scheduling software, the coordinator participates in its development, testing, implementation, and maintenance.

Additional duties include providing administrative support and customer service, recommending education and process improvements, participating in committees and staff meetings, training and orienting new staff, and coaching peers as appropriate. The position maintains a professional office demeanor, handles telephone calls and messages according to departmental protocols, and interacts respectfully with colleagues, visitors, patients, families, and interprofessional care teams.

Requirements

• High school diploma or GED.
• Less than one year of healthcare experience.
• Knowledge of medical terminology, patient care needs, and the role in an interprofessional team.
• Ability to complete delegated tasks within the scope of the role.
• Knowledge of people with diverse backgrounds and ability to convey respect and connect effectively.
• Understanding of effective communication concepts, tools, and techniques, with the ability to transmit and receive information and accurately interpret ideas, information, and needs using appropriate communication behaviors.
• Ability to use partnership-oriented language with patients and families and engage them in their health and health care.

Nice To Haves

• Less than one year of experience in a fast-paced customer service or medical environment.
• Familiarity with medical terminology.

Responsibilities

• Interact with co-workers, visitors, and other staff consistent with Jefferson's values.
• Recognize patients and their families or designated care partners, supporting safe, compassionate, coordinated care that respects personal preferences, priorities, needs, and cultural beliefs and values.
• Communicate with and support the interprofessional team and designated care partners.
• Adjust nursing staff work schedules according to established contracts, policies, and procedures for approval by the unit Nurse Manager or Nursing Supervisor.
• Review and validate projected census in the scheduling system to identify potential staffing shortages and surpluses for upcoming shifts.
• Communicate with charge nurses, unit managers, and/or the Nursing Supervisor to assess and confirm staffing needs for upcoming shifts.
• Develop staffing proposals for Nursing Supervisor review on off shifts, using acuity, census, and available staff.
• Document information accurately and in detail.
• Escalate staffing issues according to the established departmental process.
• Manage staff calls reporting absences from scheduled shifts; convey information to the Nursing Supervisor or Nurse Manager and document it in the scheduling system.
• Communicate staffing changes promptly to the Nurse Manager, Assistant Nurse Manager, or Nursing Supervisor, verbally or by text page.
• Work with the unit Nurse Manager or Nursing Supervisor to determine staffing and scheduling needs for upcoming shifts.
• Serve as a primary end user and system expert for scheduling software, participating in its development, testing, implementation, and maintenance.
• Recommend continuous education and process-improvement initiatives to the Staffing Office Manager to improve workflows and employee care.
• Participate in project committees and staff meetings.
• Participate in training and orientation of new staff, and provide coaching and feedback to peers as appropriate.
• Maintain a professional office demeanor emphasizing exceptional customer service and consideration.
• Answer telephone calls using the agreed protocol, forward calls as appropriate, take accurate messages, and return voicemail within a reasonable timeframe according to departmental protocol.

Benefits

• Medical insurance, including prescription coverage
• Supplemental insurance
• Dental insurance
• Vision insurance
• Life and AD&D insurance
• Short- and long-term disability
• Flexible spending accounts
• Retirement plans
• Tuition assistance
• Voluntary benefits, including access to group insurance rates and discounts
• Tuition discounts at Thomas Jefferson University after one year of full-time service or two years of part-time service
• Medical insurance, including prescription coverage, is available to all colleagues, including those working less than part-time

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED