Staffing Coordinator - VUH Adult Float Pool - Variable Shifts at Vanderbilt University Medical Center

Nashville, Tennessee, United States -

Full Time

Start Date

Immediate

Expiry Date

28 Feb, 26

Salary

0.0

Posted On

30 Nov, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Staffing Coordination, Scheduling, Critical Thinking, Computer Proficiency, Time Management, Effective Communication, Attention to Detail, Multi-tasking, Professionalism, Teamwork, Data Analysis, Kronos Proficiency, Human Resources Policies, Clerical Skills, Problem Solving, Emotional Intelligence

Industry

Hospitals and Health Care

Description

Discover Vanderbilt University Medical Center: Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research. Organization: VUH Inpatient Float Pool Job Summary: Responsible for coordinating and managing the scheduling needs of a float pool team, ensuring adequate staffing coverage across multiple departments, units, or facilities. This position involves balancing employee availability, skill sets, and organizational requirements to create efficient and effective schedules. The Float Pool Department Specialist plays a critical role in maintaining operational continuity and promoting optimal patient care by ensuring appropriate staff placement. . Position Overview: This position plays a key role in ensuring that clinical staff (Registered Nurses, Care Partners, and Sitters) are appropriately assigned across 37 (plus) units during each shift, contributing to a safe and efficient healthcare environment. This critical function is vital for delivering excellence in patient care throughout our hospital. This dynamic position requires strong critical thinking skills, computer proficiency, a proven ability to prioritize tasks, adapt, and multitask especially when challenging situations arise. Demonstrating professionalism, effective communication, and time management skills are essential when responding to multiple emails, phone calls, creating new orientee schedules, six-week schedules as well as entering all schedules into our workforce management program. Additional tasks are assigned as needed by VUH float Pool leadership. POSITION SHIFT/HOURS: This position DOES NOT provide set schedules. This position requires variable shifts in which there will be an opener and a closer per day (interchangeable). The shifts consist of four 10-hour shifts per week, totaling a 40-hour work week. Hours are determined based on need within the office hours of the department. Hours are as follows: Opening shifts: Monday- Friday (on-site) Open: 2 a.m. - 11 a.m. Closing Shifts: Monday - Friday (on-site) Close: 9:30 a.m. - 8 p.m. Weekend and Holiday shifts are remote: Weekend Split Shifts Open: 2 a.m. - 8 a.m. and Close 2 p.m. - 8 p.m. Preferred Qualifications: Previous staffing/administrative experience is preferred Hospital setting experience is preferred Task oriented with attention to detail is required Intermediate computer skills. Microsoft Excel is required Ability to multi-task in a face paced healthcare environment Foundational grasp of hospital units (ICU verses Stepdown) Demonstrates professionalism and teamwork Proven track record of reliability and time management skills Effective communication skills Demonstrates strong willingness to learn and accept professional feedback Demonstrates emotional intelligence Proficiency in Kronos preferred (not required) KEY RESPONSIBILITIES Optimizing the allocation of staff, including core nursing staff and agency employees ensuring adequate coverage across all units Partner with department managers, leadership, and educators to support workforce planning and staffing initiatives to include current and new staff members. Match float pool staff to assignments based on their skills, certifications, and preferences while adhering to organizational guidelines. Serve as the primary point of contact for float pool staff regarding scheduling inquiries, changes, and updates. Track and analyze scheduling patterns to identify opportunities for process improvement or forecast future staffing needs. Utilize scheduling software or tools, timecard management systems, and compliance systems to maintain records and track and run reports ensuring compliance of organizational policies. Maintains personnel files, compiles data, analyzes information and summarizes findings in support of Float Pool department to include managing staff attendance and preparing reports and other documentation as requested. The responsibilities listed are a general overview of the position and additional duties may be assigned. TECHNICAL CAPABILITIES Human Resources Policies and Procedures (Fundamental Awareness): Knowledge, adherence and application of human resources policies and procedures. Ad Hoc Reporting (Intermediate): The ability to access information from databases and prepare reports. Data Analysis (Intermediate): The ability to analyze data in an accurate manner. Clerical/Administrative (Intermediate): Clerical/Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are: Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing. Financial Processes (Novice): Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts. Our professional administrative functions include critical supporting roles in information technology and informatics, finance, administration, legal and community affairs, human resources, communications and marketing, development, facilities, and many more. At our growing health system, we support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at Vanderbilt Health for professional growth, appreciation of benefits, and a sense of community and purpose. Core Accountabilities: * Organizational Impact: Performs non-routine tasks that significantly impact team's performance with minimal guidance. * Problem Solving/ Complexity of work: Conducts research and analysis to solve some non-routine problems.* Breadth of Knowledge: Applies broad job knowledge and has basic job skills in other areas.* Team Interaction: Provides informal guidance and support to less experienced team members. Core Capabilities : Supporting Colleagues: - Develops Self and Others: Continuously improves own skills by identifying development opportunities.- Builds and Maintains Relationships: Seeks to understand colleagues' priorities, working styles and develops relationships across areas. - Communicates Effectively: Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services: - Serves Others with Compassion: Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems: Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support: Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality: - Performs Excellent Work: Checks work quality before delivery and asks relevant questions to meet quality standards.- Ensures Continuous Improvement: Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond.- Fulfills Safety and Regulatory Requirements: Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively: - Demonstrates Accountability: Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work/service. - Stewards Organizational Resources: Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions: Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation: - Generates New Ideas: Willingly proposes/accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology: Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change: Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work. Position Qualifications: Responsibilities: Certifications: Work Experience: Relevant Work Experience Experience Level: 4 years Education: High School Diploma or GED Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE/Vets/Disabled. PEOPLE ARE AT THE HEART OF ALL WE DO. Our vision: The world leader in advancing personalized health. Our mission: personalizing the patient experience through our caring spirit and distinctive capabilities. Making Health Care Personal. We’re looking for like-minded individuals driven to make a difference. We invite you to explore careers at Vanderbilt University Medical Center. At VUMC, we place a priority on designing with and for our patients and families. We value collaboration, embrace continuous learning and discovery, and seek to be a place where everyone has the chance to thrive. We’re the largest private employer in Middle Tennessee, with a growing team and expanding footprint in towns and communities across the region. We employ more than 28,000 people who work in inpatient and outpatient clinical care, research, and graduate medical education as well as critical supporting roles in administration, information technology and informatics, finance, legal and community affairs, communications and marketing, fund-raising, groundskeeping and facilities, and many more. Our growing health system has more than 1,700 licensed hospital beds at: Vanderbilt University Hospital Monroe Carell Jr. Children’s Hospital at Vanderbilt Vanderbilt Psychiatric Hospital Vanderbilt Stallworth Rehabilitation Hospital Vanderbilt Wilson County Hospital Vanderbilt Bedford Hospital Vanderbilt Tullahoma-Harton Hospital It’s also home to hundreds of outpatient clinic and surgical locations throughout the region. We serve our community with many unique and specialized services including the Level 1 Trauma Center, a highly experienced Transplant Center that does the most heart transplants in the world, a National Cancer Institute-designated Comprehensive Cancer Center, Lung Institute, Burn Center and many more. World-leading academic departments and centers make scientific discoveries, advance clinical care and train the next generation of health care professionals. Our robust research enterprise consistently ranks among the highest in the country as measured by peer-reviewed grant funding from the National Institutes of Health. We’re honored to be consistently considered among the nation’s best hospitals, including being nationally ranked in multiple medical specialties for treating the most complex conditions in adults and children by US News and World Report. Monroe Carell Jr. Children’s Hospital at Vanderbilt ranked as the No. 1 children’s hospital in the southeast in 2024. We support each other and encourage excellence among all who are part of our workforce. High-achieving employees stay at VUMC for professional growth, appreciation of benefits, and a sense of community and purpose. Join us in Making Health Care Personal.

Responsibilities

The Staffing Coordinator is responsible for coordinating and managing the scheduling needs of a float pool team, ensuring adequate staffing coverage across multiple departments. This role involves balancing employee availability and skill sets to create efficient schedules that promote optimal patient care.