Supervisor, Scheduling

Loretto•Village of North Syracuse, NY

1d•$25 - $27

About The Position

Overview Responsible for supervising and leading the scheduling staff to ensure adequate and safe staffing within the confines of established staffing patterns and the Union contract; Responsible for supporting the Manager of Scheduling and assisting with scheduling staff supervision, instruction, and progressive disciplining as defined by the Union contract. Responsibilities Exercises sound judgment based upon acquired knowledge, participant need, staff need, and program service scope. Must possess ability to self-direct daily routines in support of program objectives, works cooperatively with others, and communicate effectively. Cooperates with leadership staff in implementing planned changes and activities to improve participant care or overall functioning of the PACE program. In conjunction with the Manager of Scheduling, Ensures all new scheduling employees have attended Corporate Orientation, and completed all appropriate site orientations. Records to be submitted to Scheduling Manager and/or Director of Internal Home Care Operations (DIHCO) as appropriate. Assists Manager of Scheduling and DIHCO in educating, counseling and ensuring staff compliance with policies and procedures. Discusses issues with Manager/DIHCO when recommending disciplinary action. Must ensure confidentiality of information at all times. Ensures all PACE, Home Care, and HR policies and procedures are followed by all employees. Ensures employee follows established safety guidelines. Meets weekly, minimally, with the Manager of Scheduling and DIHCO. Attends staff and in-service meetings as required. Assists in supervision of daily staffing routines in support of PACE program objectives. Assists Scheduling Supervisor in distributing and monitoring of vacation time, within union contract constraints. Assists in the oversight of weekly schedules. Represent Scheduling as requested by Scheduling Supervisor at various meetings. Assist with the orientation process of new scheduling staff. Provides scheduling and scheduling on-call coverage as needed. Support for daily operation of scheduling department Create and maintain the 4-week for the scheduling department Create, distribute, and collect the scheduling availability calendars Supervise the scheduling staffing levels and troubleshooting filling open shifts Oversee completion of daily and weekly tasks for scheduling department Take calls from other PACE staff regarding scheduling concerns/questions Participate in scheduling huddles when hosted Maintenance of Scheduling EMR including scheduling event maintenance, PRN maintenance, etc. Supervisor, instruct, educate, and counsel scheduling staff as necessary Grievance investigation as determined by the Manager of Scheduling and/or DIHCO Incident report investigation as determined by the Manager of Scheduling and/or DIHCO Scheduling of make up weekends for union staff as necessary Tracking of Per Diem union staff requirements Troubleshooting Scheduling department issues. Assisting with coverage for the Scheduling Manager when appropriate Reviewing call logs from answering service and auditing of call logs Receiving and reviewing the previous day(s) inbound and outbound call reports Staffing support for the Scheduling Department Interviewing for open scheduling positions as necessary Liaison between scheduling, Director of Patient Services, Home Care Managers, Payroll, and Human Resources Coordination with Day Center Managers for coverage, PTO, etc. On Call requirement of every other week in collaboration with the Manager of Scheduling to support the Scheduling Department during non-business hours Job expectations as a Supervisor: Coordinates the work of an assigned group of employees. Communicates work instructions, distributes and monitors work. Acts as the primary contact for routine issues in their area of responsibility; may be a “working supervisor”, who performs same work as subordinate staff. The role focus is tactical and execution oriented. May complete and approve schedules in a timely and efficient manner. Ensures the most efficient utilization of assigned personnel to ensure an optimal workflow. Provides technical training and assistance on new equipment or procedures. Assists in ensuring employees are provided with appropriate resources. May provide input to employee performance and alert manager to employee performance issues. Promotes and role models a culture of service excellence and customer service within their functional area. Creates, promotes and maintains collaborative relationships and partnerships with peers and staff throughout the organization using active listening, unbiased and nonjudgmental language, and open communication style. Uses effective communication and critical thinking skills during conflict resolution, problem solving, decision-making, coaching and other complex dialogues. Job expectations as a Supervisor: Coordinates the work of an assigned group of employees. Communicates work instructions, distributes and monitors work. Acts as the primary contact for routine issues in their area of responsibility; may be a “working supervisor”, who performs same work as subordinate staff. The role focus is tactical and execution oriented. May complete and approve schedules in a timely and efficient manner. Ensures the most efficient utilization of assigned personnel to ensure an optimal workflow. Provides technical training and assistance on new equipment or procedures. Assists in ensuring employees are provided with appropriate resources. May provide input to employee performance and alert manager to employee performance issues. Promotes and role models a culture of service excellence and customer service within their functional area. Creates, promotes and maintains collaborative relationships and partnerships with peers and staff throughout the organization using active listening, unbiased and nonjudgmental language, and open communication style. Uses effective communication and critical thinking skills during conflict resolution, problem solving, decision making, coaching and other complex dialogues.

Requirements

Two years prior experience with computerized scheduling system preferred.
1-2 years previous experience in supervision, mentoring or training preferred.
Associate’s Degree or LPN license required.
Excellent communication skills including good telephone etiquette.
Strong leadership, time management, and interpersonal skills.
Strong organizational skills with attention to detail.
Demonstrates motivation and initiative in creative problem solving.
Proficient in MS Office, including Word and Excel, and able to learn new software rapidly.

Responsibilities

Supervising and leading the scheduling staff
Supporting the Manager of Scheduling
Assisting with scheduling staff supervision, instruction, and progressive disciplining
Exercising sound judgment based upon acquired knowledge, participant need, staff need, and program service scope
Self-directing daily routines in support of program objectives
Cooperating with leadership staff in implementing planned changes and activities
Ensuring all new scheduling employees have attended Corporate Orientation, and completed all appropriate site orientations
Assisting Manager of Scheduling and DIHCO in educating, counseling and ensuring staff compliance with policies and procedures
Ensuring confidentiality of information at all times
Ensuring all PACE, Home Care, and HR policies and procedures are followed by all employees
Ensuring employee follows established safety guidelines
Meeting weekly, minimally, with the Manager of Scheduling and DIHCO
Attending staff and in-service meetings as required
Assisting in supervision of daily staffing routines in support of PACE program objectives
Assisting Scheduling Supervisor in distributing and monitoring of vacation time, within union contract constraints
Assisting in the oversight of weekly schedules
Representing Scheduling as requested by Scheduling Supervisor at various meetings
Assisting with the orientation process of new scheduling staff
Providing scheduling and scheduling on-call coverage as needed
Creating and maintaining the 4-week for the scheduling department
Creating, distributing, and collecting the scheduling availability calendars
Supervising the scheduling staffing levels and troubleshooting filling open shifts
Overseeing completion of daily and weekly tasks for scheduling department
Taking calls from other PACE staff regarding scheduling concerns/questions
Participating in scheduling huddles when hosted
Maintaining Scheduling EMR including scheduling event maintenance, PRN maintenance, etc.
Supervising, instructing, educating, and counseling scheduling staff as necessary
Grievance investigation as determined by the Manager of Scheduling and/or DIHCO
Incident report investigation as determined by the Manager of Scheduling and/or DIHCO
Scheduling of make up weekends for union staff as necessary
Tracking of Per Diem union staff requirements
Troubleshooting Scheduling department issues
Assisting with coverage for the Scheduling Manager when appropriate
Reviewing call logs from answering service and auditing of call logs
Receiving and reviewing the previous day(s) inbound and outbound call reports
Interviewing for open scheduling positions as necessary
Liaison between scheduling, Director of Patient Services, Home Care Managers, Payroll, and Human Resources
Coordination with Day Center Managers for coverage, PTO, etc.
On Call requirement of every other week in collaboration with the Manager of Scheduling to support the Scheduling Department during non-business hours
Coordinating the work of an assigned group of employees
Communicating work instructions, distributing and monitoring work
Acting as the primary contact for routine issues in their area of responsibility
Completing and approving schedules in a timely and efficient manner
Ensuring the most efficient utilization of assigned personnel to ensure an optimal workflow
Providing technical training and assistance on new equipment or procedures
Assisting in ensuring employees are provided with appropriate resources
Providing input to employee performance and alert manager to employee performance issues
Promoting and role modeling a culture of service excellence and customer service within their functional area
Creating, promoting and maintaining collaborative relationships and partnerships with peers and staff throughout the organization using active listening, unbiased and nonjudgmental language, and open communication style
Using effective communication and critical thinking skills during conflict resolution, problem solving, decision-making, coaching and other complex dialogues