Nursing Administration Coordinator, Per Diem

UMass Memorial Health; United States; On-site; USD 26,000 - 47,000; Full time

Benefits offered by this job

Signing bonus available

Job summary

UMass Memorial Health is seeking a Staffing Scheduler to manage nursing sick calls, fill scheduling gaps and update Kronos-driven rosters across units. You will coordinate with nurse managers to ensure optimal staffing levels and prepare payroll-related data weekly.

Strong planning, editing and data-entry skills are essential for success in this role. Responsibilities include maintaining scheduling systems, handling overtime approvals, and covering vacancies as needed.

Qualifications

• Must have a high school diploma or GED.
• Ability to prepare routine administrative paperwork.
• Knowledge of planning and scheduling techniques.
• Knowledge of basic accounting and computer skills.
• Ability to communicate effectively, both orally and in writing.
• Good organizational and record maintenance skills.
• Preferred: 2 years’ experience in a healthcare related field.
• Preferred: Experience with ANSOS and KRONOS.

Responsibilities

• Reviews staffing grids and communicates with units to ensure appropriate staffing at the beginning of each shift.
• Manages the sick line for Nursing units.
• Prepares daily sign-in sheets for staff in areas using Kronos.
• Updates the active schedule in KRONOS with changes on a daily basis.
• Assists in the weekly data entry process in preparation for Payroll.
• Obtains management authorization for overtime, time-off requests, shift trades and vacations.
• Notifies management of abnormal trends in data such as absenteeism or overtime.
• Covers staffing vacancies created by sick calls or leaves and calls staff for additional shifts.
• Maintains records for leaves of absence, special requests, and schedule changes.
• Maintains knowledge of UMMHC policies and practices.
• Ensures efficient implementation and modification of database systems required for staffing and scheduling.
• Informs management of any unauthorized usage of scheduled time affecting budgets.
• Maintains knowledge of database management technologies and related systems.
• Assists with developing and implementing database management policies and standards.

Job description

Salary and Working Hours

Exemption Status: Non-Exempt

Hiring Range: $18.80 - $33.85 (based on a full time schedule of 40 hours per week). Please note that the final offer will vary based on scheduled hours. Compensation for part-time or reduced schedules will be prorated based on scheduled weekly hours, experience, skills, qualifications, and internal equity considerations.

Schedule Details: Monday through Friday, Weekends (Saturday and Sunday)

Scheduled Hours: 7-3, 7-7, 3-11, 7p-7a, 11p-7a

Shift: 4 - Mixed Shift, 12 Hours (United States of America)

Hours: 0 Cost Center: 10020 - 0123 Staffing Office

Benefits

• This position may have a signing bonus available.

Key Responsibilities

Manages the Hospital’s sick line for Nursing. Records appropriately in Kronos to update the needs of each unit. Uses Kronos technology to fill schedule holes to bring up to optimum staffing levels. Prepares and updates schedules in the electronic scheduling system to achieve appropriate staffing levels set by nursing administration. Assists in the completion of weekly data entry process in preparation for Payroll. May perform secretarial and administrative support duties for the assigned Nurse Manager(s) and unit(s).

I. Major Responsibilities

• 1. Reviews staffing grids for each of the units and communicates with units to ensure appropriate staffing levels at the beginning of each shift.
• 2. Manages the sick call line for the Nursing units.
• 3. Prepares daily sign-in sheets for staff in areas using Kronos.
• 4. Updates the active schedule in KRONOS with changes on a daily basis.
• 5. Assists in the completion of the weekly data entry process in preparation for Payroll.
• 6. Obtains management authorization for all overtime, time-off requests, shift trades and vacation requests.
• 7. Makes managers aware of any abnormal or unusual trends seen within the data including, but not limited to, absenteeism, overtime and requests for more or less shifts.
• 8. Assists with covering staffing vacancies created by sick calls, unanticipated leaves, and personal time. Makes calls to staff to request additional shifts.
• 9. Maintains records for all leaves of absence, special requests and requests for schedule changes.
• 10. Maintains knowledge of current UMMHC policies and practices.
• 11. Ensures the efficient implementation and modification of database systems required for staffing and scheduling.
• 12. Informs management of any unauthorized usage of scheduled time potentially resulting in budget variances.
• 13. Maintains knowledge of current products, database management techniques and related information systems technology.
• 14. Assists with the development and implementation of database management policies and standards for efficient quality control and data administration.

All responsibilities are essential job functions.

Standard Staffing Level Responsibilities

• 1. Complies with established departmental policies, procedures and objectives.
• 2. Attends variety of meetings, conferences, seminars as required or directed.
• 3. Demonstrates use of Quality Improvement in daily operations.
• 4. Complies with all health and safety regulations and requirements.
• 5. Respects diverse views and approaches, demonstrates Standards of Respect, and contributes to creating and maintaining an environment of professionalism, tolerance, civility and acceptance toward all employees, patients and visitors.
• 6. Maintains, regular, reliable, and predictable attendance.
• 7. Performs other similar and related duties as required or directed.

II. Position Qualifications

License/Certification/Education: Required:

• 1. High school diploma or GED required

Experience/Skills: Required:

• 1. Ability to prepare routine administrative paperwork.
• 2. Knowledge of planning and scheduling techniques.
• 3. Knowledge of basic accounting and computer skills.
• 4. Ability to communicate effectively, both orally and in writing.
• 5. Good organizational and record maintenance skills.

Preferred:

• 1. 2 year’s experience in healthcare related field.
• 2. Experience with ANSOS and KRONOS preferred.

Unless certification, licensure or registration is required, an equivalent combination of education and experience which provides proficiency in the areas of responsibility listed in this description may be substituted for the above requirements. Department-specific competencies, including age-specific competencies and their measurements, will be developed and maintained in the individual departments. The competencies will be maintained and attached to the departmental job description. Responsible managers will review competencies with position incumbents.

III. Physical Demands and Environmental Conditions

Position is primarily sedentary, with occasional standing and walking required. Position requires frequent use of computer, and therefore, requires being able to use keyboard, printer, and reading of developed material. Position requires work indoors in normal office environment.

Equal Opportunity and Diversity

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. We’re striving to make respect a part of everything we do at UMass Memorial Health – for our patients, our community and each other. Our six Standards of Respect are: Acknowledge, Listen, Communicate, Be Responsive, Be a Team Player and Be Kind. If you share these Standards of Respect, we hope you will join our team and help us make respect our standard for everyone, every day.

All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, sexual orientation, national origin, age, disability, gender identity and expression, protected veteran status or other status protected by law.

If you are unable to submit an application because of incompatible assistive technology or a disability, please contact us at [e-mail]. We will make every effort to respond to your request for disability assistance as soon as possible.

About UMass Memorial Health

At UMass Memorial Health, everyone is a caregiver. No matter their responsibilities or title, every employee or “caregiver” fills an important role for our patients and their families every day. Who is a caregiver? It’s not just the person who delivers the care. It’s all the people who make it work … and make it better. Caregivers give everything that helps patients heal, from expertise to extra attention. They give clean, comfortable rooms. Fast, accurate answers. And an easier, less stressful experience. They give warm, reassuring smiles, and helping hands. We are more than 20,000 employees, working together as one health system in a relentless pursuit of healing for our patients, our community and each other. And everyone, in their own unique way, plays an important part, every day.