Staffing Assistant

Advocate Health; Green Bay (WI); On-site; USD 20,664,000 - 30,307,000; Full time

Job summary

Advocate Health in Green Bay, WI seeks an energetic clerical scheduler to coordinate staffing across units, maintain schedules and records, and support payroll processes.

You will handle receptionist duties, assist with data analysis for department reports, and ensure accurate timekeeping while working under pressure in a fast-paced healthcare setting.

Qualifications

• Good interpersonal and communication (oral and written) skills.
• Intermediate computer skills using Microsoft Office products, electronic mail / scheduling systems.
• Ability to exercise independent judgment and demonstrate excellent problem-solving skills.
• Demonstrated accurate data entry skills.
• Ability to work under pressure in a fast paced environment.

Responsibilities

• Coordinates staffing for all units based on projected needs and reports status to leadership.
• Maintains records of staffing allocations for communication, data collection and billing.
• Processes scheduling data and related payroll records.
• Manages scheduling to ensure even rotation and proper FTE during low census.
• Performs receptionist duties including calls, messages, and guest direction.
• Maintains department files, logs, and binders.
• Gathers and analyzes department data for reports.
• Monitors office equipment and troubleshoots minor problems.

Skills

Interpersonal & communication skills

Office computer skills

Independent judgment

Data entry accuracy

Ability to work under pressure

Education

High School Graduate

Job description

Major Responsibilities:

• Coordinates staffing for all units based on projected needs as identified by department leadership. Services various departments. Verifies staffing needs, arranges appropriate coverage through available resources and reports status of staffing events to leadership.
• Maintains accurate records of staffing allocations for purposes of communication, data collection and billing of services. May maintain agency personnel records including: hours worked, licenses, orientation, evaluations, etc. May verify billing from staffing agencies and perform data entry for generation of accounting cost management reports.
• Processes scheduling data and completes related records for payroll. Maintains accurate records relating to schedules, time cards, attendance records, competencies, etc.
• Handles a variety of scheduling situations including ensuring the even rotation of staff and the placement of staff throughout the designated facilities to meet their FTE status during low census.
• Performs various reception duties including: answering telephone calls, directing and/or transferring calls to appropriate staff, taking and relaying messages as necessary and supporting effective guest relations by greeting/directing individuals to appropriate locations.
• Maintains and updates department files, binders, logs, etc.
• Gathers, compiles, analyzes and summarizes department data for various reports and meetings.
• Monitors department office equipment and troubleshoots minor problems.

Licensure, Registration, and/or Certification Required:

• None Required.

Education Required:

• High School Graduate.

Experience Required:

• Typically requires 1 year of experience in a clerical role that includes experiences in health care and scheduling.

Knowledge, Skills & Abilities Required:

• Good interpersonal and communication (oral and written) skills. Ability to work well within a team.
• Intermediate computer skills using Microsoft office products, electronic mail / scheduling systems.
• Ability to exercise independent judgment and demonstrate excellent problem-solving skills.
• Demonstrated accurate data entry skills.
• Ability to work under pressure in a fast paced environment.

Physical Requirements and Working Conditions:

• Generally exposed to a normal office environment.
• Operates all equipment necessary to perform the job.

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.