Staffing Assistant

Advocate Aurora Health; Green Bay (WI); On-site; USD 22,000 - 30,000; Full time

Job summary

Advocate Health in Wisconsin seeks a dedicated clerical scheduling coordinator. You will help coordinate staffing across departments, maintain detailed allocation records, and support payroll data entry.

The role includes reception duties and thorough data management to ensure smooth operations within a fast-paced health care setting. The position requires strong communication, teamwork, and computer skills, with the ability to handle pressure and maintain accurate records.

Qualifications

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

Responsibilities

• Coordinate staffing for all units based on projected needs and arrange coverage.
• Maintain accurate records of staffing allocations for communication and billing.
• Process scheduling data and related payroll records.
• Manage diverse scheduling scenarios to ensure even rotation and meet FTE needs.
• Perform reception duties and assist visitors with directions and inquiries.
• Maintain and update department files and logs.
• Gather, analyze, and summarize department data for reports and meetings.
• Monitor office equipment and troubleshoot minor problems.

Skills

Interpersonal skills

Communication skills

Teamwork

MS Office

Scheduling systems

Data entry

Problem solving

Under pressure

Education

High School Diploma

Tools

Scheduling software

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.