Staffing and Scheduling Coordinator - Staffing Resource Office

The Rector & Visitors of the University of Virginia; Charlottesville, Virginia, Evanston Township (VA, MN, IL); On-site; USD 60,000 - 80,000; Full time

Job summary

An established industry player is seeking a Staffing Coordinator to oversee scheduling and staffing operations. This role is crucial in managing daily staffing needs and ensuring compliance with hospital policies. The ideal candidate will have strong communication skills and experience with staffing software in a healthcare setting. If you thrive in a dynamic environment and are passionate about optimizing staffing processes, this opportunity is perfect for you. Join a team that values diversity and is committed to providing excellent care to the community.

Qualifications

• 1 year experience with staffing/scheduling software in a healthcare setting preferred.
• In lieu of degree, 3 years of experience with staffing/scheduling software required.

Responsibilities

• Create and edit schedules for departments using the electronic scheduling system.
• Manage unplanned shift vacancies and coordinate staffing needs effectively.

Skills

Staffing Coordination

Scheduling Software

Communication Skills

Time Management

Education

Associate's Degree in Business

Data Management

Tools

Electronic Staffing System

Job description

The Staffing Coordinator performs all scheduling, staffing, and timekeeping responsibilities for designated work areas within scope. This includes creating and editing schedules to filling open shifts, timecard management, as well as mobilizing staff for daily needs that surface less than 24 hours before the start of a shift (cancellation, flexing, floating, and management of unplanned shift vacancies, as well as daily maintenance of unit/department schedules). This role utilizes an electronic staffing system platform and requires strong communication with multiple stakeholders and leaders.

* Create and edit schedules for departments into the electronic scheduling system following all hospital policies, procedures, and guidelines. Assign specialty roles particular to each unit's operational needs.
* Prepares accurate daily and/or shift work schedules, which reflect forecasted needs in collaboration with nurse managers
* Approve or deny all schedule requests based on skill mix and needs of the unit, with communication to unit managers as appropriate.
* Balance and publish schedules at the end of the self-scheduling period to ensure all skill mixes are covered for unit efficiency; determine the vacancy rate for the various roles in the department and post incentive shifts in accordance with the incentive guidelines.
* Ensures compliance with scheduling requirements of all incentivized and premium programs
* Adjusts schedule to accommodate needs through acquiring additional personnel or reducing scheduled staff. Contacts available staff to best provide for unit care requirements utilizing available resources to fill open shifts.
* Within 24 hours of shift time determine complex department staffing needs and arrange appropriate coverage in the technology and communicate to the units.
* Receive sick call notifications and manage unplanned shift vacancies; evaluate market staffing as a whole system to determine needs for recruiting associates for open shifts, leveraging technology to maximize inpatient resources with minimal fiscal impact to the hospital organization.
* Maintain daily maintenance of unit/department schedules within the electronic staffing system. Effectively communicates critical or immediate staffing needs to nurse manager or their designee.
* Approve or deny all timecard requests with attestations, with communication to unit managers as appropriate.
* Prepare timecards for readiness for manager approval (Review and clean up exceptions)
* Maintains staffing related records, files, and reports. Distributes reports to appropriate leaders, as determined by manager.
* Assists with allocation of agency resources and other duties as assigned pertaining to contract labor.
* Performs other job duties as required by supervisors

Position Compensation Range: $19.49 - $30.21 Hourly

MINIMUM REQUIREMENTS

Education: Associate's degree in business, data management, or related field.

Experience: 1 year experience with staffing/scheduling software in a healthcare setting preferred. In lieu of degree, 3 years of experience with staffing/scheduling software in a healthcare setting required.

Licensure: None required.

PHYSICAL DEMANDS

This is primarily a sedentary job involving extensive use of desktop computers. The job does occasionally require traveling some distance to attend meetings, and programs.

The University of Virginia, including the UVA Health System which represents the UVA Medical Center, Schools of Medicine and Nursing, UVA Physician's Group and the Claude Moore Health Sciences Library, are fundamentally committed to the diversity of our faculty and staff. We believe diversity is excellence expressing itself through every person's perspectives and lived experiences. We are equal opportunity employers. All qualified applicants will receive consideration for employment without regard to age, color, disability, gender identity or expression, marital status, national or ethnic origin, political affiliation, race, religion, sex, pregnancy, sexual orientation, veteran or military status, and family medical or genetic information.