Staff Utilization Coordinator

University of Utah Health; Salt Lake City (UT); On-site; USD 60,000 - 80,000; Full time

Job summary

University of Utah Health is seeking a Staff Utilization Coordinator to provide healthcare operational support, including staff placement, scheduling, and real-time coverage across inpatient and ambulatory services. The role collaborates with Nursing Leadership to optimize staffing grids and patient care needs.

Responsibilities include daily capacity meetings, reporting, and maintaining schedule accuracy while minimizing overtime and costly staffing variances.

Qualifications

• Excellent communication and interpersonal skills.
• Ability to manage daily staff allocation and scheduling.
• Familiarity with staffing grids and patient care priorities.

Responsibilities

• Participate in daily staff allocation meetings with Hospital Supervisors and department Charge Nurses.
• Coordinate staff allocation for Inpatient and Ambulatory Resource Department staff; adjust staffing across units based on volumes.
• Input daily schedule changes for unscheduled absences, PTO/holidays, float allocations, and shift changes.

Skills

Communication skills

Scheduling coordination

Staffing grids

Education

Two-year education

Tools

UKG

Job description

Overview

As a patient-focused organization, University of Utah Health exists to enhance the health and well-being of people through patient care, research and education. Success in this mission requires a culture of collaboration, excellence, leadership, and respect. University of Utah Health seeks staff that are committed to the values of compassion, collaboration, innovation, responsibility, integrity, quality and trust that are integral to our mission. EO/AA

The Staff Utilization Coordinator is responsible for providing healthcare operational support services, including staff placement, scheduling, system orientation, and cross functional support for UKG scheduling support services and the HR Centralized Timekeeping team. Collaborating closely with Nursing Leadership, the Staff Utilization Coordinator reviews and develops schedules based on agreed-upon staffing guidelines, models, and staffing grids to efficiently utilize staff time and resources while meeting patient care needs. The role also involves proactive daily management to secure staff for open shifts to ensure adequate coverage for direct patient care.

Corporate Overview: The University of Utah is a Level 1 Trauma Center and is nationally ranked and recognized for our academic research, quality standards and overall patient experience. Our five hospitals and eleven clinics provide excellence in our comprehensive services, medical advancement, and overall patient outcomes.

Responsibilities

Essential Functions

• Participate in daily staff allocation meetings with Hospital Supervisors and department Charge Nurses in a 24/7 environments.
• Coordinate staff allocation for both the Inpatient and Ambulatory Resource Department staff. Review patient census interface and staffing grids, adjusting daily staffing across all units and shifts based on actual and projected volumes.
• Input daily schedule changes based on reported unscheduled absences, PTO/holidays, float allocations and shift changes for the department of Nursing
• Participate in the development of staffing schedules for assigned areas.
• Review schedules for accuracy, considering job codes, FTEs, and other criteria.
• Forecast staffing needs based on established grids and adapt for fluctuating patient acuity.
• Attend daily system capacity management meetings to discuss staffing levels and patient flow.
• Coordinate and communicate real-time staffing changes in conjunction with the Hospital Supervisor.
• Review open shift requests and secure coverage as needed.
• Collaborate with the Hospital Supervisor to reassign staff based on census and workload, adhering to the Nurse Utilization Policy.
• Assist Hospital Supervisor and Nursing Leadership in identifying daily cost-saving opportunities, minimizing overtime, 1:1 staffing, and ensuring efficient Hours per Patient Day(HPPD).
• Assist Staffing Office Leadership in preparing time utilization analyses and identifying scheduling trends and cost-saving opportunities.
• Utilize staffing and scheduling systems to produce regular and ad hoc reports for optimizing cost-effective and safe patient care.
• Process unscheduled absence submissions.
• Review and reconcile time entries, review overtime, and alert Staffing Office Leadership for payroll sign-off in conjunction with nursing managers prior to weekly submission deadline to Payroll.
• Provides daily system staffing reports to support HR Centralized Timekeeping payroll processing and staff productivity coding within UKG.
• Assist in preparing time utilization reports, monthly orientation hours, employee attendance reports, and other requested leadership and nursing reports.

Knowledge / Skills / Abilities

• Ability to perform the essential functions of the job as outlined above.
• Demonstrated human relations and effective communication skills.
• Ability to perform daily work routines within the scope of the unit's standards of performance.
• Ability to facilitate the resource staffing placement in collaboration with charge nurses by using staffing grids and patient care as a primary tool for placement.
• Ability to prioritize the work load requirements of the day while maintaining the needs of the department/unit.
• Ability to make placement decisions when unit/department staff needs exceeds resources available.

Required

Qualifications

• Minimum of two years of post-secondary education or an equivalent combination of education and additional experience.

Preferred

Qualifications (Preferred)

• Minimum of two years of experience with staffing and attendance management in a scheduling system; UKG experience preferred.
• Two years of experience working in a healthcare environment.

Working Conditions and Physical Demands

• This is a sedentary position in an office setting that may exert up to 10 pounds and may lift, carry, push, pull or otherwise move objects. This position involves sitting most of the time and is not exposed to adverse environmental conditions.

Physical Requirements

Listening, Speaking