Scheduling Associate I, Centralized Staffing Office, Full-Time, Days

MarinHealth; Greenbrae Boardwalk (CA); On-site; USD 45,000 - 69,000; Full time

Job summary

MarinHealth Medical Center is seeking a Scheduling Associate I to coordinate daily hospital staffing and urgent shift needs across departments. You will input assignments into WFX, ANSOS, and Daily Census systems, ensuring timely updates for payroll and reporting.

The role requires strong communication, organization, and the ability to balance multiple tasks while maintaining patient data privacy and accuracy. A supportive, team-based environment awaits.

Qualifications

• High school diploma or equivalent required; AA/AS degree preferred.
• 1–2 years scheduling, staffing, or general office experience preferred.
• Ability to communicate clearly, both orally and in writing.

Responsibilities

• Coordinate daily hospital staffing and shift scheduling across departments.
• Enter data into WFX, ANSOS and Daily Census systems; track overtime.
• Attend shift huddles and assist with urgent scheduling changes.
• Maintain census, acuity data, and HIPAA compliance in records.

Skills

Communication

Interpersonal skills

Typing 35 WPM

Computer literacy

Education

High school diploma

AA/AS degree preferred

Tools

WFX System

ANSOS

Daily Census Database

Microsoft Office

Windows 7

Job description

ABOUT MARINHEALTHAre you looking for a place where you are empowered to bring innovation to reality? Join MarinHealth, an integrated, independent healthcare system with deep roots throughout the North Bay. With a world-class physician and clinical team, an affiliation with UCSF Health, an ever-expanding network of clinics, and a new state-of-the-art hospital, MarinHealth is growing quickly. MarinHealth comprises MarinHealth Medical Center, a 327-bed hospital in Greenbrae, and 55 primary care and specialty clinics in Marin, Sonoma, and Napa Counties. We attract healthcare’s most talented trailblazers who appreciate having the best of both worlds: the pioneering medicine of an academic medical center combined with an independent hospital's personalized, caring touch.MarinHealth is already realizing the benefits of impressive growth and has consistently earned high praise and accolades, including being Named One of the Top 250 Hospitals Nationwide by Healthgrades, receiving a 5-star Ranking for Overall Hospital Quality from the Centers for Medicare and Medicaid Services, and being named the Best Hospital in San Francisco/Marin by Bay Area Parent, among others.Company:Marin General Hospital dba MarinHealth Medical CenterCompensation Range:$33.35 - $50.02Work Shift:10 Hour (days) (United States of America)Scheduled Weekly Hours:40Job Description Summary:The Scheduling Associate I is responsible for the daily coordination of the hospital’s staffing and may provide service to various Departments/Units on a shift-by-shift basis. Additionally, the Scheduling Associate I will be responsible for immediate delivery of services relative to urgent daily shift scheduling needs that may arise for all Departments/Units. Incumbents in this position are required to maintain daily review, updating and data entry of all Registry and Traveler personnel time cards through use of the WFX System to ensure up to date financial/payroll reporting of these replacement personnel only. Incumbents are expected to work closely with all Management Teams (Directors, Managers, Supervisors, and Administrative Nursing Supervisors) as well as the Scheduling Associate II, on all tasks and duties related to staffing/scheduling to ensure clinical and support personnel are available to provide adequate and safe patient care coverage at all times. The Scheduling Associate I is responsible for hospital staffing 24/7.Job Requirements, Prerequisites and Essential Functions:Job Specifications:Education:High School Diploma or equivalent required. AA/AS (2 year) degree preferred.Experience:One to two years recent scheduling, staffing, or general office experience is strongly desired, preferably in a Critical Access or Acute Care Hospital facility.License and Certifications:Integrative Agitation Management (IAM) Required within 30 days of hirePrerequisite Skills:Demonstrated ability to communicate well (orally and in writing) and to follow English oral and/or written instructions.Effective interpersonal communications skills (tactfully addresses all forms of communications and works well with a variety of levels of rank and file personnel as well as external organizations).Demonstrated ability to organize and prioritize tasks/duties as assigned.Must possess an ability to type at 35 words per minute (WPM).Must be proficient or have an ability to effectively learn the skills necessary to use various computer programs (AWM, ANSOS and Daily Census Report Data Base, Work Force Exchange (WFX), ANSOS, Windows 7, Microsoft Office Suite (Excel; Word; and, Outlook).Unit staff skill sets (chemo, charge nurse)Demonstrated abilities to organize and prioritize daily work assignments.Ability to work tactfully and effectively with all levels of hospital staff and outside organizations.Ability to read, write and follow English verbal and written instructions.Possess strong logical, analytical and critical thinking skills.Ability to demonstrate good customer relations and interpersonal skills.Ability to employ sound judgment in the handling, delivery and sharing of any and all confidential information (oral, written or electronic mode of receipt/delivery); and, comply with State, Federal and Hospital policies relative to HIPAA and PHI data.Primary Customer Served (Age Specific Criteria):This position is not a patient care position, and as such, this section does not applyPatient Privacy (HIPAA Compliance):(X) Employees in this position do not have access to protected health information.Duties And Responsibilities:Essential (Not Modifiable)Performs all duties in Matrix Managed environment (Clinical Departments/Units Directors, Managers, Supervisors, Administrative Nurse Supervisors and, Scheduler II’s).Adheres to directives of various Department/Unit Management Teams.Manages Daily Department/Unit schedules; perform daily assessments of daily census patient acuities, and ensure scheduling needs are met.Supports all Departments/Units in filling last minute vacant shift needs.Inputs data into WFX System (Registry/Traveler Department/Unit assignments, hours of work), and ensure Management pre-approval of all personnel overtime hours.Manipulates daily scheduling to balance personnel skill-sets with Department/Unit patient care demands.Assists management with daily and urgent personnel re-scheduling changes (call-ins, call-offs, and filling of those vacancies where necessary).Transfers and records all employee absence calls to Charge Nurse.Assesses weekly staffing needs.Performs data entry of daily staffing updates into ANSOS (real time); and, data entry of census, sitter and high acuity reasons into AWM, ANSOS and Daily Census Report.Attends and take minutes at all shift huddles (4:30am, 8:30am, and 4:30pm).Uses the Productivity Monitoring Tool to assess staffing every 4 hours.Responsible for maintaining and managing Low Census tools (call-off requests, call off lists, and skills lists) for all units.Makes necessary telephone calls to fill daily staffing vacancies, including procurement of agency personnel (use of WFX System).Handouts and tracks orientation checklists daily for all units.Monitors and reports license expirations for current schedule.Consults with unit managers/directors for staffing shortages or overages, and authorization of daily shift overtime.Completes or assists Assistant Nursing Supervisor with Census Report for 6am, 2pm and 10pm.Responsible for proper execution of staffing within the constraints of union rules and hospital policy.Notifies unit AA for potential staff licensure and certifications expirations.Runs Daily Variance Reports to ascertain staffing vacancies.Maintains Contact and Texting Lists to ensure information is up to date.Secondary (Modifiable)Attends all regular staff meetings.Cross trains for Scheduler II/Timekeeper position back-up.All other duties as may be assigned.Accommodation:Qualified applicants with disabilities may request reasonable accommodation during the application process by contacting Human Resources at 415-925-7040 or [e-mail].C.A.R.E.S. Standards:MarinHealth seeks candidates ready to model our C.A.R.E.S. standards—Communication, Accountability, Respect, Excellence, Safety—which foster a healing, trust-based environment for patients and colleagues.Health & Immunizations:To protect employees, patients, and our community, MarinHealth requires measles, mumps, varicella, and annual influenza immunizations as a condition of employment (and annually thereafter). COVID-19 vaccination/booster remains strongly recommended. Medical or religious exemptions will be considered consistent with applicable law.Compensation:The posted pay range complies with applicable law and reflects what we reasonably expect to pay for this role. Individual pay is set by skills, experience, qualifications, and internal/market equity, consistent with MarinHealth’s compensation philosophy. Positions covered by collective bargaining agreements are governed by those agreements.Equal Employment:All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, sexual orientation, gender identity, protected veteran status or disability status, and any other classifications protected by federal, state, and local laws.