Staffing / Payroll Coordinator - Nursing

St. Mary's Healthcare System for Children; New York (NY); On-site; USD 60,000 - 85,000; Full time

Benefits offered by this job

Excellent benefits

Generous paid time off

Tuition reimbursement

Life insurance

Flexible spending accounts

403(b) retirement plan

Job summary

St. Mary’s Healthcare System for Children is seeking an Administrative Operations Coordinator to manage nursing staff scheduling and payroll functions. You will transcription monthly schedules, maintain daily rosters, and prepare bi-weekly payroll, ensuring accurate timekeeping and coverage across units.

The role requires 3+ years in healthcare and proficiency with word processing software. Excellent organizational skills and collaboration with nursing leadership are essential.

Qualifications

• High School Graduate; some college preferred.
• Minimum 3 years of healthcare experience.
• Ability to use word processing software and related data equipment.

Responsibilities

• Balance, create and distribute monthly nursing schedules for all units.
• Adjust staff schedules based on new requirements and reassign as needed.
• Assess staffing needs and allocate shifts ensuring safe ratios across units.
• Transcribe and maintain daily shift rosters.
• Prepare and submit bi-weekly payroll for all shifts.
• Coordinate preceptor assignments and schedules for new orientation.
• Track lateness and overtime staffing; log special circumstances.
• Communicate schedule changes to staff and maintain office organization.

Skills

Staff scheduling

Payroll processing

Timekeeping

Clerical skills

Education

High School Diploma

Some college

Tools

Word processing software

Job description

Brief Description

Under the direction of the Supervisor of Administrative Operations and the Director of Nursing, coordinates staffing and payroll functions for the Nursing Staff. Responsible for transcription of monthly schedule and daily unit rosters. Computerized preparation and submission of bi-weekly time records for processing of payroll.

Essential Duties

• Balances, creates and distributes monthly nursing schedule for all units.
• Adjusts the staff schedule based on new requirements and reassigns as needed.
• Assesses staffing needs and allocates shifts in alignment with agreements, policies, and procedures, ensuring safe staffing ratios across all units in consultation with Supervisor and Director of Nursing.
• Transcribes and maintains daily shift rosters.
• Anticipates contingency staffing measures for unusual situations which may affect staffing (i.e. infection control issues, weather, transportation issues, etc.) and discusses with Supervisor and Director of Nursing.
• Manages sick and unscheduled PTO call outs from nursing staff, updates the schedule accordingly, and secures appropriate coverage when necessary.
• Creates forms, rosters, sign in sheets, schedules, documents and flyers when needed.
• Assists with preparing and submits bi-weekly payroll and submits payroll for all shifts, including new staff orientation.
• Coordinates preceptor assignments by organizing and identifying appropriate preceptors and schedules all precepting shifts once new orientees complete orientation. Collaborates with new orientees to determine their schedules and sets them up in our scheduling system.
• Tracks lateness and maintains log of special circumstances requiring overtime staffing – i.e. clinic appointments, recreation trips, 1:1 etc.
• Initiates and participates in special projects related to Nursing Department Staff.
• Communicates schedule changes to staff so everyone is aware of updates.
• Maintains an organized and clean nursing office (i.e. bulletin boards, binders, desks).
• Understands and appropriately applies chain of command in relation to job position and supervision.
• Communicates with nurse supervisors when issues arise or approvals are needed.
• Schedules and coordinates all clinic appointments including last minute appointments and cancellations for all units and communications with Assistant Director of Nursing.
• Manages unit coordinator schedules by processing time-off and sick requests, securing coverage, and communicating schedule updates to all coordinators.

Brief Description

Under the direction of the Supervisor of Administrative Operations and the Director of Nursing, coordinates staffing and payroll functions for the Nursing Staff. Responsible for transcription of monthly schedule and daily unit rosters. Computerized preparation and submission of bi-weekly time records for processing of payroll.

Essential Duties

JOB DUTIES / RESPONSIBILITIES

• Balances, creates and distributes monthly nursing schedule for all units.
• Adjusts the staff schedule based on new requirements and reassigns as needed.
• Assesses staffing needs and allocates shifts in alignment with agreements, policies, and procedures, ensuring safe staffing ratios across all units in consultation with Supervisor and Director of Nursing.
• Transcribes and maintains daily shift rosters.
• Anticipates contingency staffing measures for unusual situations which may affect staffing (i.e. infection control issues, weather, transportation issues, etc.) and discusses with Supervisor and Director of Nursing.
• Manages sick and unscheduled PTO call outs from nursing staff, updates the schedule accordingly, and secures appropriate coverage when necessary.
• Creates forms, rosters, sign in sheets, schedules, documents and flyers when needed.
• Assists with preparing and submits bi-weekly payroll and submits payroll for all shifts, including new staff orientation.
• Coordinates preceptor assignments by organizing and identifying appropriate preceptors and schedules all precepting shifts once new orientees complete orientation. Collaborates with new orientees to determine their schedules and sets them up in our scheduling system.
• Tracks lateness and maintains log of special circumstances requiring overtime staffing – i.e. clinic appointments, recreation trips, 1:1 etc.
• Initiates and participates in special projects related to Nursing Department Staff.
• Communicates schedule changes to staff so everyone is aware of updates.
• Maintains an organized and clean nursing office (i.e. bulletin boards, binders, desks).
• Understands and appropriately applies chain of command in relation to job position and supervision.
• Communicates with nurse supervisors when issues arise or approvals are needed.
• Schedules and coordinates all clinic appointments including last minute appointments and cancellations for all units and communications with Assistant Director of Nursing.
• Manages unit coordinator schedules by processing time-off and sick requests, securing coverage, and communicating schedule updates to all coordinators.

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Requirements

Formal education required

High School Graduate. Some college preferred.

Previous Experience Required

Minimum 3 years experience in healthcare environment. Ability to use word processing data equipment and software.

Summary

Join our fabulous team of professionals where big hearts help little patients!

We RECOGNIZE ability and REWARD excellence. We offer a competitive salary and generous benefits:

• Excellent individual/family benefits
• Generous paid time off
• Tuition reimbursement
• Life insurance
• Flexible spending accounts
• 403(b) retirement plan

St. Mary’s Healthcare System for Children is committed to nurturing a compassionate environment that welcomes all children, young adults, families, and staff; built on the belief that what makes us different makes us stronger, and provides unity throughout our community.

St. Mary’s Healthcare System for Children is an Equal Opportunity Employer

M/F/D/V/SO