Staffing Office Coordinator - FT Night, Nursing Administration
About The Position
The Staffing Office Coordinator provides daily staffing functions and administrative support for designated Resource Management Centers, the centralized location for staffing functions across designated enterprise regions. The role ensures accurate use of organizational policies and procedures and requires critical thinking, collaborative decision-making, attention to detail, and caring customer service while functioning under pressure. The coordinator adjusts nursing staff schedules in accordance with established contracts, policies, and procedures for approval by the unit Nurse Manager or Nursing Supervisor. The position reviews projected census in the scheduling system, confirms staffing needs with clinical leaders, develops staffing proposals for review by the Nursing Supervisor on off shifts, documents accurately, and escalates staffing issues through established processes. The coordinator also handles absence notifications and communicates staffing changes to appropriate managers or supervisors. As a primary end user and system expert for scheduling software, the coordinator participates in its development, testing, implementation, and maintenance. Additional duties include supporting office workflows and customer service, recommending education and process improvements, participating in committees and meetings, training and orienting new staff, coaching peers as appropriate, and handling calls and messages professionally and accurately. The role interacts respectfully with colleagues, visitors, patients, families, care partners, and the interprofessional team.
Requirements
- High school diploma or GED.
- Less than one year of healthcare experience required.
- Knowledge of medical terminology, patient care needs, and the role within an interprofessional team.
- Ability to complete delegated tasks within the scope of the role.
- Cultural awareness and ability to convey respect and connect effectively with people from diverse backgrounds.
- Understanding of effective communication concepts, tools, and techniques, including accurately transmitting, receiving, and interpreting information and needs.
Nice To Haves
- Experience in a fast-paced customer service or medical environment.
- Familiarity with medical terminology.
Responsibilities
- 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.
- Develop staffing proposals for Nursing Supervisor review on off shifts, considering acuity, census, and available staff.
- Document staffing information accurately and in detail, and escalate staffing issues through established departmental processes.
- Manage calls regarding staff absences for scheduled shifts, notify the Nursing Supervisor or Nurse Manager, and document the information in the scheduling system.
- Communicate staffing changes promptly to the Nurse Manager, Assistant Nurse Manager, or Nursing Supervisor.
- Work with unit Nurse Managers and Nursing Supervisors to determine staffing needs for upcoming shifts.
- Serve as a primary end user and system expert for scheduling software, participating in software development, testing, implementation, and maintenance.
- Recommend continuing education and process-improvement initiatives related to office workflows and employee care.
- Participate in project committees and staff meetings.
- Help train and orient new staff and provide coaching and feedback to peers as appropriate.
- Maintain a professional office demeanor emphasizing customer service and consideration.
- Answer calls using the agreed protocol, forward calls as appropriate, take accurate messages, and return voicemail within the departmental protocol timeframe.
- Interact with coworkers, visitors, staff, patients, families, designated care partners, and the interprofessional team in a manner consistent with Jefferson's values and respectful of patient preferences, needs, and cultural beliefs.
Benefits
- Medical insurance, including prescription coverage
- Supplemental insurance
- Dental insurance
- Vision insurance
- Life and AD&D insurance
- Short- and long-term disability coverage
- Flexible spending accounts
- Retirement plans
- Tuition assistance
- Voluntary benefits with 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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
