Nursing Resource Scheduler

Lifespan; Providence (RI); On-site; USD 30,000 - 50,000; Full time

Job summary

The Miriam Hospital in Providence, RI, seeks a Scheduling Coordinator for the Nursing Resource Center to manage staffing, scheduling and payroll for all levels of nursing staff. You will prepare monthly schedules aligned with budget and patient volume.

Responsibilities include coordinating coverage for absences, handling time and attendance data, and ensuring payroll accuracy while adhering to union contracts. Strong organizational and communication skills are essential.

Qualifications

• A.S. in human resources, business administration, healthcare admin or a related field.
• Ability to handle stressful situations and multiple demands effectively.
• Organizational and analytical ability to arrange schedules with multiple priorities.
• Proficiency with Microsoft Office Suite and workforce management systems.

Responsibilities

• Prepare monthly work schedules and ensure compliance with labor requirements.
• Review payroll data and ensure accurate processing.
• Arrange coverage for unanticipated absences and coordinate with per-diem staff.
• Maintain time and attendance data and generate management reports.

Education

A.S. in human resources, business administration, healthcare admin or a related field

Tools

Microsoft Office Suite

Workforce Management system

Job description

SUMMARY

Reporting to the Manager of Administration Operations for the Nursing Resource Center, the Nursing Resource Inpatient Schedulermanages all aspects of staffing, scheduling and payroll for all levels of staff in the nursing department. Organizes and prepares monthly schedules according to budget for patient volume, identifying department-wide and unit specific deficits created by department vacancy, as well as unanticipated absences. Makes arrangements for adequate coverage for each shift and proactively for future shift. Responsible for scheduling float and per diem staff and unit staff as necessary and within union contracts. The scheduling coordinator will also approve and schedule time off for employees. Enters employee information and work schedules, vacation, and changes into integrated time and attendance system. Processes nursing department payroll utilizing integrated 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 assigned 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.
In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:
Instill Trust and Value Differences
Patient and Community Focus and Collaborate

RESPONSIBILITIES

Prepare monthly work schedules and ensures compliance with company and industry labor requirements.
Following established criteria, complete and review nursing department schedule to ensure that all work schedules/shifts are filled/covered.
Reviews and prepares payroll data for assigned departments including time sheets, prior week adjustments, off-cycle check requests, and special pay forms
Ensures that payroll data is properly documented and authorized.
Reviews and edits payroll processing. Research questions pertaining to payroll and provides support to resolve payroll issues with department management. Provides continued communications and assistance in interpreting different pay policies and
Arrange coverage for unanticipated absences that occur after department schedule is complete (example - new leave of absence in department) assuring cost-effective solutions and appropriate staffing ratios are maintained. This is done by working with nursing department staff to change schedule and by utilizing per diem employees.
Utilize the integrated time and attendance system to report, track, schedule and record staff assignments, payroll and attendance activities, update employee information, e.g. address, hours, verify licensure, update credentials, and retrieve data and generate a variety of management reports on such items.
Communicate with various nursing managers (Directors, Clinical Managers, Assistant clinical managers) to determine whether additional staffing is required and to refer problems needing intervention. Confer with nursing managers concerning Per-Diem and/or Float qualification requirements.
Update and distribute staffing and payroll reports. Identify open staffing slots due to sick calls, time changes, LOA's, vacations, etc. not previously recorded into the system. Make calls to Per-Diem/Float staff members as appropriate to meet staffing needs.
Identify staff replacement contacted and determine qualifying pay status e.g. straight time, time and one-half, over 40 hours, etc. Contact nursing unit management as necessary to investigate and resolve scheduling conflicts. Prepare and maintain related records of activities.
Schedule secretaries, NAs, nursing staff, etc, for classes, training, etc, distributing and tracking mandatory education packets.
Understand the hospital's personnel policies and procedures, as well as our union contracts. Develops department schedules aligned with all policies and procedures.
Operate office equipment such as PC and applications, calculator, fax and photocopier, etc.
May provide functional guidance to new employees regarding the payroll process, nursing scheduling system, department policies and procedures.
Perform other clerical activities such as daily paperwork, filing, maintaining, and updating manuals, preparing reports, distributing payroll time sheets and payroll advice, etc.

MINIMUM QUALIFICATIONS

BASIC KNOWLEDGE:
A.S..D. in human resources, business administration, healthcare admin or a related field.
Ability to handle stressful situations and multiple demands in an effective manner and demonstrate organizational and problem-solving skills.
Organizational skills to maintain departmental files, records and statistical data.
Proficiency with Microsoft Office Suite and Workforce Management 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

Two to three years progressively more responsible job-related experience, in order to be familiar with most, if not all, departmental operations, as well as the regulations associated with specialized functions.

WORK ENVIRONMENT ANDPHYSICAL REQUIREMENTS

Normal office environment with stressful conditions associated with meeting nursing department staffing schedule changes. May experience some visual fatigue associated with extended periods at a computer terminal.

INDEPENDENT ACTION

Follows established policies and procedures under general supervision. Refers specific complex problems to the Manager of Administrative Operations for the Nursing Resource Center when clarification of departmental policies and procedures is required.

SUPERVISORY RESPONSIBILITY

None.

Pay Range

$22.04-$36.37

EEO Statement

Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.

Location

The Miriam Hospital - 164 Summit Ave Providence, Rhode Island 02906

Work Type

monday-fri w/ alternating sunday requirement

Work Shift

Day

Daily Hours

8 hours

Driving Required

No