Staffing Office Coordinator - PRN Rotating, Nursing Administration

Health Partners Plans; Philadelphia (Philadelphia County); On-site; USD 38,000 - 52,000; Full time

Job summary

Health Partners Plans in Philadelphia seeks a Staffing Office Coordinator to manage daily staffing functions for designated Resource Management Centers and provide administrative support while upholding organizational policies and patient‑centered care. The role emphasizes critical thinking, collaboration, and attention to detail.

The candidate will interact with the interprofessional team, adjust schedules, document accurately, and support scheduling software administration.

Qualifications

• High School Diploma or GED required.
• Less than 1 year healthcare experience required.
• Experience in fast-paced customer service or medical environment preferred.
• Familiarity with medical terminology preferred.
• Strong communication and organizational skills.

Responsibilities

• Interacts with coworkers, visitors, and staff in line with Jefferson values.
• Recognizes patients and families to provide safe, compassionate care.
• Communicates with interprofessional team and care partners.
• Adjusts nursing staff work schedules per contracts and policies.
• Reviews projected census to identify staffing shortages or surpluses.
• Engages in communication with charge nurses and Nursing Supervisors.
• Develops staffing proposals for off-shifts based on acuity and census.
• Documents with accuracy and escalates staffing issues.
• Manages staff calls regarding absences and shares info with Nursing leadership.
• Serves as a primary end user for scheduling software and participates in its development and maintenance.
• Provides administrative support and customer service and contributes to process improvements.

Skills

Customer service

Healthcare knowledge

Communication skills

Scheduling software

Education

High School Diploma/GED

Tools

Scheduling software

Job description

Number of Positions In Requisition 2

Job Details

The Resource Management Center is the centralized location for daily staffing functions for designated regions across the enterprise. The Staffing Office Coordinator provides daily staffing functions as well as administrative support for designated Resource Management Centers and ensures accurate use of organizational policies and procedures. Critical thinking, collaborative decision making, high attention to detail, and the ability to function under pressure with the focus remaining on caring customer service is essential.

Job Description

Articulates the job's main responsibilities. This is not intended to be an exhaustive list of all essential functions or all duties performed. The essential functions listed below and percentage of time may vary between departments and locations, and are subject to change based on management discretion and organizational needs. Other responsibilities may be assigned at the discretion of management to meet organizational needs.

• Interacts with co-workers, visitors, and other staff consistent with the values of Jefferson.
• Recognizes the patients, their family/designated care partner(s) in providing safe, compassionate and coordinated care based on respect for patient's personal preferences, priorities, needs, and cultural beliefs and values.
• Communicates with and supports the interprofessional team and designated care partners.
• Adjusts nursing staff work schedules in accordance with established contracts, policies and procedures for approval by unit Nurse Manager/Nursing SupervisorReviews and validates the projected census in scheduling system to determine potential staffing shortages and surpluses for each unit/department for upcoming shifts.
• Engages in ongoing communication with the charge nurses, unit managers and/or the Nursing Supervisor to assess and confirm staffing needs for each unit/department for upcoming shifts.
• Develops a staffing proposal for review by the Nursing Supervisor on the off shifts, utilizing critical thinking skills based on acuity, census, and available staff.
• Documents with detail and accuracy.
• Escalates staffing issues according to the established departmental process.
• Manages staff phone calls related to absence notification for their scheduled shift and conveys information to Nursing Supervisor/Nurse Manager in addition to documenting within scheduling system.
• Communicates staffing changes to the Nurse Manager/Assistant Nurse Manager or Nursing Supervisor in a timely manner, either verbally or by text page.
• Works with the unit Nurse Manager/Nursing Supervisor to determine scheduling/staffing needs for upcoming shifts.
• Serves as a primary end user and system expert for scheduling software, including active participation in development, testing, implementation and maintenance of the scheduling software.
• Provides Other Administrative Support and Customer Service* Makes recommendations to the Staffing Office Manager for continuous education and process improvement initiatives related to improving office workflows and employee care.* Participates on project committees and staff meetings.* Participates in the training and orientation of new staff.* Provides coaching and feedback to peers as appropriate.* Presents a professional office demeanor that emphasizes exceptional customer service and consideration.* Answers the telephone using an agreed upon protocol; forwards calls as appropriate; takes messages accurately; returns voicemail messages in a reasonable timeframe according to departmental protocol

QUALIFICATIONS

• Education - Required
• High School Diploma/GED
• Experience - Required
• Less than 1 year healthcare experience
• Experience - Preferred
• Less than 1 year Experience in a fast-paced customer service or medical environment preferred.
• Less than 1 year Familiarity with medical terminology is preferred
• Knowledge, Skills and Abilities - Required
• Healthcare Knowledge - Knowledge of medical terminology, patient care needs and their role in interprofessional team.
• Execution of Delegated Tasks - Ability to complete delegated tasks within scope of role.
• Cultural Awareness- Knowledge of people with diverse backgrounds and the ability to convey respect and connect effectively.
• Effective Communication- Understanding of effective communication concepts, tools and techniques, ability to effectively transmit, receive, and accurately interpret ideas, information, and needs through the application of appropriate communication behaviors. Uses the language of partnership with patients and families, engaging them in their health and health care.

Work Shift Rotating (United States of America)

Worker Sub Type Regular

Employee Entity Thomas Jefferson University Hospitals, Inc. Primary Location Address 111 S 11th Street, Philadelphia, Pennsylvania, United States of America

Nationally ranked, Jefferson, which i