Staffing Assistant HD - Resource Team

Health First; Melbourne (FL); On-site; USD 21,000 - 30,000; Full time

Job summary

Health First in Melbourne, FL is seeking a Staffing Assistant to provide administrative support to the Clinical Staffing Coordinator by handling phone calls, documenting staff callouts, assisting with schedule updates, and facilitating communication between nursing units and staffing personnel.

The Staffing Assistant ensures smooth daily staffing operations by responding to inquiries, maintaining accurate records, and supporting the coordination of shift coverage.

Qualifications

• Must have a High School Diploma or equivalent.
• Proficiency in Microsoft Office – Teams, Outlook, Word, Excel, PowerPoint, etc.
• Strong organizational and time-management skills.
• Excellent communication and problem-solving abilities.
• Ability to multitask in a fast-paced environment.

Responsibilities

• Answer and manage staffing-related phone calls and scheduling inquiries.
• Document call-outs and attendance issues and notify leadership as needed.
• Update schedules in the staffing system with real-time accuracy.
• Communicate urgent staffing needs to staff, including pool and agency personnel.
• Coordinate last-minute shift coverage and staff placements.
• Maintain staffing records, attendance logs, and shift-change requests.
• Process time-off requests and shift trades per hospital policies.
• Provide general clerical support and prepare reports.

Skills

Microsoft Office

English communication

Organization

Attention to detail

Problem solving

Multitasking

Calm under pressure

Education

High School Diploma or equivalent

Associate’s degree (preferred)

Tools

Microsoft Office Suite

Job description

POSITION SUMMARY

The Staffing Assistant provides administrative support to the Clinical Staffing Coordinator by handling phone calls, documenting staff callouts, assisting with schedule updates, and facilitating communication between nursing units and staffing personnel. The Staffing Assistant ensures smooth daily staffing operations by responding to inquiries, maintaining accurate records, and supporting the coordination of shift coverage. The Staffing Assistant plays a key role in ensuring adequate staffing levels to support quality patient care across Health First’s Hospital Division

Job Requirements

POSITION SUMMARY

The Staffing Assistant provides administrative support to the Clinical Staffing Coordinator by handling phone calls, documenting staff callouts, assisting with schedule updates, and facilitating communication between nursing units and staffing personnel. The Staffing Assistant ensures smooth daily staffing operations by responding to inquiries, maintaining accurate records, and supporting the coordination of shift coverage. The Staffing Assistant plays a key role in ensuring adequate staffing levels to support quality patient care across Health First’s Hospital Division

Primary Accountabilities

• Answers and manages phone calls related to staffing, including employee callouts, shift requests, and scheduling inquiries.
• Documents call-outs, tardiness, and other attendance issues, notifying the Clinical Staffing Coordinator and nursing leadership as needed.
• Assists in updating schedules in the hospital’s staffing system, ensuring real-time accuracy.
• Communicates urgent staffing needs and shift openings to staff, including float pool, per diem and agency personnel.
• Supports the scheduling of last-minute shift coverage by contacting available staff and coordinating placements.
• Maintains and organizes staffing records, attendance logs, and shift change requests.
• Supports processing time-off requests and shift trades in accordance with hospital policies.
• Provides general clerical support, including data entry, filing and preparing reports as needed.
• Collaborates with the Clinical Staffing Coordinator and nursing supervisors to ensure smooth staffing operations.
• Upholds confidentiality and compliance with hospital division policies and regulatory guidelines.

Work Experience

MINIMUM QUALIFICATIONS

• Education: High School Diploma or equivalent.
• Work Experience: None
• Licensure: None
• Certification: None
• Skills/Knowledge/Abilities:
• Proficient in Microsoft Office – Teams, Outlook, Word, Excel, PowerPoint, etc.
• Ability to speak and understand English language both in written and verbal instructions.
• Have sound organizational skills to include time management, critical thinking and problem-solving.
• Excellent communication and problem-solving.
• Attention to detail and follow through with task completion.
• Ability to multitask and work in a fast‑paced environment.
• Must have ability to work in often‑stressful environment.
• Must have ability to concentrate on multiple priority activities.
• Must have critical thinking and problem‑solving skills.

Preferred Qualifications

• Education: Associate’s degree in healthcare or business administration, or a relevant field.
• Work Experience: Previous experience in administrative, or clerical role, as well as, healthcare staffing.

Physical Requirements

• Majority of time involves sitting or standing; occasional walking, bending, and stooping.
• Long periods of computer time or at workstation.
• Light work that may include lifting or moving objects up to 20 pounds with or without assistance.
• May be exposed to inside environments with varied temperatures, air quality, lighting and/or low to moderate noise.
• Communicating with others to exchange information.
• Visual acuity and hand-eye coordination to perform tasks.
• Workspace may vary from open to confined.
• May require travel to various facilities within and beyond county perimeter; may require use of personal vehicle.

Benefits

ABOUT HEALTH FIRST

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.

Schedule : Per Diem

Shift Times : variable

Paygrade : PG-PG-PG-PG-PG-PG-PG-23