Staffing Operations Coordinator

If you are an existing employee of South Shore Health then please apply through the internal career site.

R-21591

Facility:

LOC0020 - 143 Longwater Norwell143 Longwater Drive Norwell, MA 02061

SMC Administration

Full time

40

Day (United States of America)

Coordinates schedules for assigned staff in nursing department according to needs identified by manager. Maintain balanced schedules for various departments supported based on personnel resources available, while also striving to maintain fiscal responsibility and proper ratios to meet patient needs. Maintains and troubleshoots for computerized scheduling system. Codes and enters data into computer using standard procedures and established time schedule. Supports payroll coding and functioning in conjunction with ambulatory nurse leaders.

Manages specified programs and projects; designs, implements and evaluates management systems to enhance department/service operations. Works collaboratively with all levels of ambulatory nursing management and other health care professionals.

Is expected to meet with Ambulatory nurse leaders and ACNO for scheduling, updates planning and strategy. Training and support for ambulatory staff about scheduling and onboarding department processes. Maintains communication through the day with the Nurse leaders and ACNO. Responsible for conducting departmental projects as assigned for the betterment of the department’s goals. Coordinates department meetings related to projects and staffing. Manages department expense reports, invoices, subscriptions and memberships

 

Compensation Pay Range:

$23.20 - $32.50

 

Category A - Competency in this position is not dependent upon patient population, as the position does not provide patient care or services.

Examples: Accountants, Medical Records, Concierge, DAP Team, PI Specialist, and Human Resources.

                       

JOB REQUIREMENTS

Minimum Education - Preferred

High School graduate or equivalent, college degree preferred
Equivalent of two (2) years of Business College preferred.

Project management experience

Minimum Work Experience

Four (4) to six (6) years of scheduling and staffing preferred

Required additional Knowledge and Abilities

Experience in Business Operations, Communications
Computer Technology
Knowledge of manpower planning, scheduling, methods and techniques
Computer skills including training experience
Must be attentive to detail/accuracy
Establishes own work plan and priorities using standard procedures to assure timely completion of assigned work in conformance with department policies and procedures
Ability to communicate effectively and document information accurately
Ability to interact efficiently and effectively with a wide variety of individuals

Demonstrated expertise in API, Excel Spreadsheet creation and reporting functions, project management tools, proficiency in all Microsoft Office products.

ESSENTIAL FUNCTIONS

Essential functions are those tasks, duties and responsibilities that comprise the means of accomplishing the job's purpose and objectives.  Essential functions are critical or fundamental to the performance of the job.  They are the major functions that the person in the job is held accountable for.  Following are the essential functions of the job.

1 - Staffing and Scheduling

• Maintains employee schedules to meet the changing needs of the clinics.  Inputs scheduling data into the system and makes changes as approved by Nurse Leader. 
• Delivering a complete schedule in a timely manner.
• Compiles and maintains reports and ensures data integrity for decision support when researching and preparing requested reports for Nurse Leaders and Administrative Leaders.
• Responsible for coordinating ambulatory nursing staff in declared disaster/weather emergency in collaboration with the Nurse Leaders.
• Makes sure schedules are balanced and continues to assess balancing on a daily/weekly basis.
• Makes sure all payroll is updated and completed and meets timeline. Also daily payroll exceptions completed daily, all employees coded correctly.
• Identifies gaps and coordinates real time coverage solutions.

2 – Clinic / Float Staff Operations Management

• Helps to obtain staff when sick calls come in with coordination of Nurse Leaders.
• Places all sick time into scheduling system in real time.
• Projects at least 7 days ahead to ensure adequate staffing and anticipating staffing needs.
• Reallocates staff appropriately under direction of nurse leader.
• Supports scheduling / deployment of float pool staff by obtaining monthly float staff needs and ensuring proper placement.
• Tracks float pool utilization and supports equitable distribution / coverage.
• Serves as central point of contact for staffing and communicates staffing updates.

3 - Safety/Quality - Fosters a "Culture of Safety" through personal ownership and commitment to a safe environment.

• Understands departmental roles/responsibilities in the event of hospital codes and emergency preparedness (code disaster).
• Collects, submits and analyzes audits as directed.
• *Complies with the current CDC hand hygiene guidelines through proper handwashing.   Maintains awareness of MSDS sheets and how to access.  
• Participates in process improvement and workforce optimization.

4 - Professional Development - Assumes responsibility for own professional development by incorporating learning opportunities, research and performance initiatives as part of ongoing practice.

• Displays the ability to accept and respond appropriately to feedback and recommendations for change.
• Demonstrates professional working relationships with colleagues from all disciplines to promote a positive/encouraging workplace.
• Critical Thinking: analyzes causes of problems, identifies and evaluates alternative solutions, and selects appropriate solution, and communicates appropriately and effectively utilizing chain of command. 

5 - Program/Project Responsibilities - Manages assigned projects to enhance department/service operations.

• Once assigned, plans, implements and evaluates specific projects designed to enhance operations of the team.
• Participates in the design, implementation and evaluation of defined programs or projects to promote attainment of department/service goals as it relates to staffing support.
• Implements changes related to programs/projects, working collaboratively with nursing management staff and staff of other departments as needed. 
• Represents department/service on interdepartmental committees related to special projects as needed.
• Maintains FTE reports and supports staffing monthly analytics (turnover/vacancy/coverage trends).

6 - Compliance

• Works within legal, regulatory and ethical practice standards relevant to the position.
• Complies with applicable policies and procedures. Helps keep licensure up to date.
• Safeguards the privacy and security of patient information.  The employee complies with policies and procedures relating to SSH’s privacy and security programs.
• Brings potential compliance issues to a manager, supervisor, director or VP.
• Complies with the mandatory education requirements of the compliance, privacy and security programs.

7 – Technology - Utilizes technological solutions to work processes and practices.

• Utilizes software applications required by department and unit standards.
• Accountable to understand how to operate in downtime.
• Utilized project management templates and tools as needed to support department.

8 - Age and Culture - Considers the individual needs of each person with whom they interact.

• Possesses age and cultural knowledge and awareness.
• Effectively utilizes resources to provide care/services - such as, interpreter services and on-line sources.
• Interacts with sensitivity in the delivery of care/services of diverse populations as needed

Technology and Learning

   a - Participates in continued learning and possess a willingness and ability to learn and utilize new technology and procedures that continue to develop in their role and throughout the organization.

   b - Embraces technological advances that allow us to communicate information effectively and efficiently based on role.

CLINIC / DEPARTMENT SPECIFIC JOB FUNCTIONS

Clinic Specific functions are those tasks, duties and responsibilities that are specific to the performance of the job within a certain unit(s).  Following are unit specific functions of the job, along with the corresponding performance standards.

1 - Submits self-evaluation on time under the specified directions, incorporating self-reflection, and setting goals.

PHYSICAL REQUIREMENTS

Indicate the appropriate physical requirements of this job in the course of a shift.

Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.

General Activity - Frequent Standing/Walking Required, No Driving

Motion - Frequent Activity Required-pushing, pulling, lifting, bending

Motor Skills - Use of hands required, Use of feet required

Weight/Force - Light lifting required (<25lbs)

M-F Day