Staffing & Scheduling Coordinator - Nursing Administration

WellSpan Health; Chambersburg (Franklin County); On-site; USD 60,000 - 82,000; Full time

Benefits offered by this job

Comprehensive health benefits

Retirement savings plan

Paid time off (PTO)

Education assistance

Financial education and support, Daily

Expanded Paid Parental Leave

Job summary

WellSpan Health is seeking a healthcare staffing analyst to oversee staffing levels, scheduling, and immediate responses to patient census and work volume shifts. You will participate in budgeting, staffing models, and resource utilization, ensuring staff satisfaction and optimal operations.

Responsibilities include directing staffing changes, creating actionable reports, and training leadership on UKG usage.

Qualifications

• Minimum high school diploma or GED; associate degree preferred.
• 3 years of healthcare administrative experience in staff roles.
• Proficient with Microsoft Word/Excel and UKG software.

Responsibilities

• Facilitates and directs allocating for right sizing and replacing of patient services staff while adhering to contract and patient services scheduling policies and procedures.
• Contributes to staffing models and flexing models to optimize resources.
• Directs staff assignments by authorizing, communicating and approving staffing changes.
• Creates reports for logistics managers, nurse managers, department directors, and finance partners for resource management.
• Customizes UKG to meet department needs and communicates changes to affected departments/managers.
• Analyzes UKG and other IS data; coordinates problem solving with IS staff.
• Monitors workload and schedules changes to accommodate illness, emergencies, or volume shifts.

Skills

Basic computer skills

Word

Excel

UKG software

Education

High School Diploma or GED Required

Associates Degree Preferred

Tools

UKG

Job description

Evenings/Nights

Typically scheduled two 12-hour shift & two 8-hour shifts

• Majority of shifts will be evening (for example: 11a-7:30p, 3p-11:30p, 11a-11:30p) or overnights (7p-7:30a)
• Weekend Rotation: Every 4th weekend overnight (Friday, Saturday & Sunday from 7p-730a) and will be part of a shared day shift (Saturday & Sunday from 7a-7:30p) weekend rotation approximately every 16 weeks
• Holiday Rotation: Shared holiday rotation, typically scheduled 7a-7:30p

Job Description

Full time (40 hours weekly)

General Summary

Manages human resources predominantly through the function of staffing, scheduling, and immediate response to patient census and other work volume shifts. Manages timekeeping identifying trends and recommending interventions to effectively manager cost and maximize employee satisfaction and resource utilization.

Responsibilities

Duties and Responsibilities

Essential Functions

• Facilitates and directs allocating for right sizing and replacing of patient services staff while adhering to the provisions of the contract and patient services scheduling policies and procedures.
• Demonstrates fiscal responsibility by contributing to staffing models and flexing models as appropriate.
• Directs and facilitates appropriate staff assignments by authorizing, communicating and approving staffing changes.
• Creates customized reports to present data valuable to logistics manager, nurse managers, department directors, and finance partners for resource management.
• Customizes UKG application to meet individual department needs. Ensures changes are communicated to all affected departments/managers.
• Analyzes test data from UKG and other IS systems and interfaces; initiates problem solving with appropriate IS staff.
• Monitors and evaluates resources and processes schedule changes to accommodate illness, emergency, or volume shifts.
• Analyzes needs and prepares UKG training for leadership team and end users. Evaluates competency.
• Provides UKG support to all users, including support for project teams that may involve the usage of UKG data.
• Actively participates in and contributes to projects and work groups to improve resource utilization and staffing models.
• Generates and implements service excellence strategies to build and maintain positive relationships among staff, among diverse departments, and with physicians and providers.
• Accurately enters and/or reviews UKG data, resolves discrepancies, completes payroll reports, and provides budget information to leadership and finance partners.
• Collaborates with managers regarding issues and inquires in a timely manner, coordinating with Payroll as warranted.
• Assesses and prioritizes workload to meet all deadlines enlisting team support as needed.

Common Expectations

• Demonstrates service excellence and patient and family centered care by showing respect, honesty, fairness and a positive attitude toward all customers.
• Maintains confidentiality.
• Demonstrates dependability, to include attendance and punctuality.
• Is accountable - takes initiative and ownership of issues.
• Displays a professional demeanor. Represents hospital in a positive way. Has a compassionate working relationship with patients and families.
• Assumes personal responsibility for 2-way communication. Communicates and listens effectively with patients, families, coworkers, other departments, physicians/providers and community.
• Supports coworkers, initiatives and a patient and family centered philosophy; pitches in; does own part and helps others.
• Works to continuously improve work environment/processes (Performance Improvement). Demonstrates a patient and family centered focus when considering/developing improvement solutions.
• Represents willingness/enthusiasm to create, embrace and facilitate change.
• Develops self and others; supports a learning environment; leads by example. Encourages patients and families to give feedback and suggestions for improvement.
• Develops working relationships critical to the organization including patients, families, coworkers, other departments, physicians/providers and community.
• Encourages others by providing recognition and support.
• Improves employee and organization's performance by removing roadblocks and empowering staff to take ownership and to be self-directed.
• Ensures that a performance improvement plan and/or disciplinary action is initiated where needed to assist employees to achieve performance standards.
• Evaluates operations from a workflow perspective and responds appropriately, redesigns per customer needs and competitive benchmarks.
• Thinks critically; utilizes sound judgment; promptly reports potential risks.
• Maintains state of art knowledge of area of specialty, healthcare trends and practice, and populations served.
• Maintains a level of computer literacy appropriate to their role.
• Meets and maintains current all unit specific and organizational skills/competencies, certifications/licensures, as required.
• Completes hospital-required reviews, e.g. HIPAA, safety, health screening, care concerns, and others as assigned.
• Adheres to National Patient Safety Goals.
• Completes required reports (e.g. PI Dash Boards, benchmarks, etc.) on time.
• Insures that 100% of all employees have current licenses, completed yearly health checks, CPR, orientation or re-orientation, where applicable.
• Completes 100% of employee evaluations on time, in a thoughtful and constructive manner. For non-bargaining employees, follows established guidelines for recommended increases.
• Displays ability and skill in budget development, monitoring, and remaining within budgetary limits. Flexes costs downward, when necessary, especially when scheduling and monitoring hours worked.
• Establishes and maintains files and records on an ongoing basis.

Qualifications

QUALIFICATIONS

Minimum Education

• High School Diploma or GED Required and
• Associates Degree Preferred

Work Experience

• 3 years Healthcare administrative experience in an administrative support and/or staffing position. Preferred

Knowledge, Skills, And Abilities

• Basic computer skills required.
• Experience with Word, Excel, and UKG software.

Benefits Offered

• Comprehensive health benefits
• Retirement savings plan
• Paid time off (PTO)
• Education assistance
• Financial education and support, including DailyPay
• Expanded Paid Parental Leave

For additional details: Benefits & Incentives | WellSpan Careers (joinwellspan.org)

About Us

WellSpan Health’s vision is to reimagine healthcare through the delivery of comprehensive, equitable health and wellness solutions throughout our continuum of care. As an integrated delivery system focused on leading in value-based care, we encompass more than 2,300 employed providers, 250 locations, nine award-winning hospitals, home care and a behavioral health organization serving central Pennsylvania and northern Maryland. Our high-performing Medicare Accountable Care Organization (ACO) is the region’s largest and one of the best in the nation. With a team 23,000 strong, WellSpan experts provide a range of services, from wellness and employer services solutions to advanced care for complex medical and behavioral conditions. Our clinically integrated network of 3,000 aligned physicians and advanced practice providers is dedicated to providing the highest quality and safety, inspiring our patients and communities to be their healthiest.