Description
The Staffing Office Coordinator is responsible for administrative services including staffing, scheduling, payroll, system orientation and overall human resource support for the Nursing Department. The Staffing Office collaborates with Nursing Leadership to review and develop schedules based on agreed upon staffing guidelines, models and grids to meet patient care needs, utilizing staff time efficiently and cost effectively. The Staffing Office Coordinator assists in the process of securing staff for open shifts proactively and daily to ensure appropriate coverage.

Responsibilities

• Participates in the development of staffing schedules for assigned areas; forecasts staffing needs based on established staffing matrixes (including FTI and NYSNA staffing grids), and adapts for fluctuating patient populations on a unit basis. Reviews census interface and staffing matrixes and adjusts daily staffing on all units and shifts according to actual and projected volumes.
• Assists Nurse Leaders in maintaining Personnel Budget templates and productivity metrics to assist with variance analyses.
• Daily efforts assist Staffing Office and Nurse Leadership in identifying daily cost saving opportunities to minimize use of overtime and 1:1 staffing.
• Inputs daily scheduling changes based on sick calls, PTO/Holiday and shift changes for job codes under the department of nursing such as Nurse Leaders, Educators, Registered Professional Nurses, Patient Care Associates, Nursing Assistants and Business Associates.
• Reviews schedules for accuracy based on job codes, FTEs and other criteria prior to posting. Ensures schedule postings are in accordance with union contract.
• Assists the Supervisor and leadership in the preparation of time utilization analyses and reviews with Directors of Nursing and Nurse Managers to identify trends in staff scheduling and cost saving opportunities.
• Reviews open shifts requests and secures coverage accordingly.
• Works with the Supervisor and leadership in the reassignment of staff as needed, based upon census, adhering to Nursing Department policies, including adherence to FTI and NYSNA grids and maintaining clinical competencies for floated staff. Consults with Supervisor, Nurse Managers and Nursing Administrator to float staff from RN and NA float pools.
• Reviews and reconciles time entries for exceptions, reviews overtime and alerts Supervisor for sign off on payroll in conjunction with management prior to weekly submission deadline to Payroll.
• Assists the Staffing Office Supervisor in creation of reports for senior Nursing leadership and administration as directed by Management. Utilizes the staffing and scheduling system to produce regular and ad hoc reports to identify optimally cost effective and safe patient care.
• Directs inquires, when necessary, to the appropriate department or individual for further information and action.
• Maintains liaison with human resources, payroll and finance as needed.
• Assists in the preparation of time utilization reports as well as monthly orientation hours, monthly Constant Observation (CO) hours, monthly turnover and vacancy report, employee attendance reports, and reports as requested by management.
• Partners with Nursing Leadership to ensure accuracy of position control and that licenses and certifications are current.
• As assigned, may perform orientation and in-service training of nursing department employees related to the staffing/scheduling system functionality and related processes.
• Handles confidential disciplinary documentation.
• Performs related duties, as required.

Qualifications

• HS/GED and 4 years of related health care experience, or Associate’s degree and 2 years
• Bachelor’s or Master’s Degree preferred in Healthcare Administration, Business Administration, Finance, Accounting, or related field.
• 2+ years related experience, required with Associate’s degree, as above

• Participates in the development of staffing schedules for assigned areas; forecasts staffing needs based on established staffing matrixes (including FTI and NYSNA staffing grids), and adapts for fluctuating patient populations on a unit basis. Reviews census interface and staffing matrixes and adjusts daily staffing on all units and shifts according to actual and projected volumes.
• Assists Nurse Leaders in maintaining Personnel Budget templates and productivity metrics to assist with variance analyses.
• Daily efforts assist Staffing Office and Nurse Leadership in identifying daily cost saving opportunities to minimize use of overtime and 1:1 staffing.
• Inputs daily scheduling changes based on sick calls, PTO/Holiday and shift changes for job codes under the department of nursing such as Nurse Leaders, Educators, Registered Professional Nurses, Patient Care Associates, Nursing Assistants and Business Associates.
• Reviews schedules for accuracy based on job codes, FTEs and other criteria prior to posting. Ensures schedule postings are in accordance with union contract.
• Assists the Supervisor and leadership in the preparation of time utilization analyses and reviews with Directors of Nursing and Nurse Managers to identify trends in staff scheduling and cost saving opportunities.
• Reviews open shifts requests and secures coverage accordingly.
• Works with the Supervisor and leadership in the reassignment of staff as needed, based upon census, adhering to Nursing Department policies, including adherence to FTI and NYSNA grids and maintaining clinical competencies for floated staff. Consults with Supervisor, Nurse Managers and Nursing Administrator to float staff from RN and NA float pools.
• Reviews and reconciles time entries for exceptions, reviews overtime and alerts Supervisor for sign off on payroll in conjunction with management prior to weekly submission deadline to Payroll.
• Assists the Staffing Office Supervisor in creation of reports for senior Nursing leadership and administration as directed by Management. Utilizes the staffing and scheduling system to produce regular and ad hoc reports to identify optimally cost effective and safe patient care.
• Directs inquires, when necessary, to the appropriate department or individual for further information and action.
• Maintains liaison with human resources, payroll and finance as needed.
• Assists in the preparation of time utilization reports as well as monthly orientation hours, monthly Constant Observation (CO) hours, monthly turnover and vacancy report, employee attendance reports, and reports as requested by management.
• Partners with Nursing Leadership to ensure accuracy of position control and that licenses and certifications are current.
• As assigned, may perform orientation and in-service training of nursing department employees related to the staffing/scheduling system functionality and related processes.
• Handles confidential disciplinary documentation.
• Performs related duties, as required