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, ensuring accurate use of organizational policies and procedures. The role requires critical thinking, collaborative decision-making, high attention to detail, and the ability to work under pressure while providing caring customer service. The coordinator adjusts nursing staff schedules, reviews projected census and staffing levels, communicates with unit leaders to confirm staffing needs, and develops staffing proposals for review by the Nursing Supervisor on off shifts. The role documents staffing activity, escalates issues through established processes, handles absence notifications, and promptly communicates staffing changes. The coordinator also serves as a primary end user and system expert for scheduling software, participating in its development, testing, implementation, and maintenance. Additional duties include administrative support and customer service, recommending education and process-improvement initiatives, participating in committees and staff meetings, helping train and orient new staff, providing appropriate peer coaching and feedback, and handling telephone calls and messages according to departmental protocols. The position is a regular, full-time night-shift role with Thomas Jefferson University Hospitals, Inc., located in Philadelphia, Pennsylvania.
Requirements
- High School Diploma or GED.
- Less than one year of healthcare experience.
- Knowledge of medical terminology, patient care needs, and the employee’s role in the 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, including accurately transmitting, receiving, and interpreting information and needs through 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 coworkers, visitors, and other staff in a manner consistent with Jefferson’s values.
- Recognize patients and their families or designated care partners, and support 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 upcoming staffing needs.
- Develop staffing proposals for Nursing Supervisor review on off shifts, using acuity, census, and available staff in decision-making.
- Document staffing activity accurately and in detail.
- Escalate staffing issues according to established departmental processes.
- Manage staff absence-notification calls, 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 unit Nurse Managers and Nursing Supervisors 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 office workflows and employee care.
- Participate in project committees and staff meetings.
- Participate in training and orienting new staff and provide coaching and feedback to peers as appropriate.
- Maintain a professional office demeanor emphasizing 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
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
