Staffing Specialist

Rhode Island Hospital; Newport; On-site; GBP 31,000 - 45,000; Full time

Job summary

Brown University Health seeks an experienced Staffing Scheduler to coordinate nursing department coverage, manage payroll data in UKG Dimensions, and ensure accurate hours worked.

You will collaborate with nursing leaders to balance shifts, monitor overtime, and maintain confidential records in a fast-paced hospital environment.

Qualifications

• A level of knowledge generally obtained through completion of high school or General Equivalency Diploma.
• Ability to handle stressful situations and multiple demands in an effective manner and demonstrate organizational and problem-solving skills.
• Excellent communication and customer service skills
• Able to multi-task in order to perform a variety of complex clerical duties.
• Organizational skills to maintain departmental files, records, and statistical data.
• Familiarity with personal computer and mainframe-based system applications.
• Proficient typing and computer keyboard skills.
• Interpersonal skills to effectively interact with a variety of hospital personnel.
• Organizational and analytical ability to arrange schedule considering multiple criteria and priorities.

Responsibilities

• Reviews nursing department schedule to ensure shifts are filled and covered.
• Arranges coverage to maintain staffing ratios and cost-effective solutions.
• Tracks and records staff assignments and attendance; updates employee data.
• Generates management reports and collaborates with stakeholders on payroll activities.
• Communicates with nurse leaders to determine additional staffing needs and qualifications.
• Monitors department policies, union contracts, and per-diem/float requirements.
• Keeps confidential information secure and maintains all required records.
• Supports changes in operations to improve efficiency and revenue.

Skills

Scheduling

Payroll processing

Communication

Multi-tasking

Clerical skills

Education

High School Diploma or GED

Tools

UKG Dimensions

Job description

SUMMARY:

Reporting to the Manager of Operations of Inpatient Nursing, under general supervision and according to established policies and procedures, schedules all levels of nursing department staff according to budgeted allocations, identifying department-wide and unit specific deficits created by unscheduled absences and vacancies. Arranges adequate coverage for each shift and proactively for future shifts, scheduling float and per diem staff and unit staff as necessary. Enters employee information and work schedules and changes into computerized resource management system interfacing to payroll time and attendance system. Processes nursing department payroll utilizing computerized time and attendance system, validating all worked and non-worked hours to assure accuracy. Performs a variety of complex clerical functions, which requires the use of judgement and knowledge of the department's systems and operations.

Brown University Health employees are expected to successfully role model the organization's values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers and one another.

RESPONSIBILITIES:

• Following established criteria, reviews nursing department schedule to ensure that all work schedules/shifts are filled/covered. Arranges coverage to the extent possible utilizing existing and potential resources assuring cost-effective solutions and appropriate staffing ratios are maintained. Understands both union contracts IBT, UNAP policies and procedures.
• Utilizes the computerized scheduling system and manual reports to track, schedule and record staff assignments, and attendance activities, updates employee information, e.g., address, hours, skill, certifications, etc. changes, verifies and retrieves data and generates a variety of management reports. Collaborates closely with stakeholders to assist with managing payroll activities.
• Communicates with various nurse leaders (Directors, Clinical Managers and Assistant Clinical Managers) to determine whether additional staffing is required and to communicate issues needing intervention. Confers with nursing managers concerning per-diem and/or float qualification requirements.
• Ensures that department's scope of services strives to meet the needs and expectations of internal and external customers.
• Demonstrates flexibility and innovation to facilitate the changes required to improve operations, enhance revenue, effectiveness, productivity, responsiveness, and other key indicators.
• Demonstrates ability to respond to and provide direction on changing workload during crisis and emergency situations.
• Exhibits effective decision-making skills.
• Monitors staffing to ensure the optimal use of scheduled time and overtime for maximum productivity.
• Assists with cost containment by encouraging use of benefit time during periods of low census and/or low workload.
• Ensures the security and confidential treatment of sensitive and private information.
• Maintains all clerical records required for UKG Dimensions.
• Controls timely and appropriate flow of information throughout the department and the organization; keeps stakeholders informed.
• Understands the hospital's personnel and payroll policies and procedures and union contracts using them as a guide for the process of assigning open shifts.
• May provide functional guidance to new employees regarding the clerical operations, nursing work-scheduling system, department policies and procedures.
• Performs other clerical activities such as daily paperwork, filing, maintaining, and updating manuals, preparing reports, etc. Reviews payroll and staffing reports to monitor accuracy in application of payroll and staffing policies.

MINIMUM QUALIFICATIONS:

BASIC KNOWLEDGE:

• A level of knowledge generally obtained through completion of high school or General Equivalency Diploma.
• Ability to handle stressful situations and multiple demands in an effective manner and demonstrate organizational and problem-solving skills.
• Excellent communication and customer service skills
• Able to multi-task in order to perform a variety of complex clerical duties.
• Organizational skills to maintain departmental files, records, and statistical data.
• Familiarity with personal computer and mainframe-based system applications.
• Proficient typing and computer keyboard skills.
• Interpersonal skills to effectively interact with a variety of hospital personnel.
• Organizational and analytical ability to arrange schedule considering multiple criteria and priorities.

EXPERIENCE:

2-3 years job-related experience preferred, to be familiar with most, if not all, departmental operations, as well as the regulations associated with specialized functions.

WORK ENVIRONMENT ANDPHYSICAL REQUIREMENTS:

• Fast-paced office environment with urgent conditions associated with addressing nursing department staffing schedule changes.
• Must be able to perform frequent fine motor skills.
• INDEPENDENT ACTIO