Supervisor, Strategic Staffing Solutions

WVU Medicine; Core (WV); On-site; USD 52,000 - 70,000; Full time

Job summary

SYSTEM West Virginia University Health System is seeking a Staffing Solutions Program Coordinator to manage invoicing, reimbursements, Kronos tasks, payroll, and onboarding for SSP staff across system hospitals.

Responsibilities include interview support, assignments tracking, health survey follow-ups, and creating program materials while ensuring 24/7 coverage and strong cross‑functional collaboration.

Qualifications

• High school diploma or equivalent with 5 years' related experience.
• Associate's degree with 3 years' related experience.
• Bachelor's degree with 1–2 years' related experience.

Responsibilities

• Invoice tracking, coding and overall program spend management.
• Process Concur reimbursements and delegate access for SSP employees; mileage and onboarding reimbursements.
• Kronos management: approve timecards, schedule changes, PTO, and time coding.
• Payroll management: calculate stipends and biweekly payroll submission.
• Manage assignments: start/end dates, extensions, onboarding checklists.
• Track Employee Health Survey reminders and follow-ups.
• Interview candidates and collaborate with Recruiter on offers.
• Assist with recruitment, retention activities, and leadership support.
• Create program materials and monthly newsletters.
• Provide 24/7 coverage for program needs and issue resolution.
• Maintain and update program guidelines.

Skills

Customer service

HR processes

Communication

Multitasking

MS Office

Payroll awareness

Education

High school diploma

Associate degree

Bachelor's degree

Tools

Concur

Kronos

Epic

Job description

MINIMUM QUALIFICATIONS

EDUCATION AND EXPERIENCE

• High school diploma or equivalent and five (5) years of experience in Customer Service, HR, Clinical or Business-related field; OR
• Associate’s degree in human resources, business administration, or related field and three (3) years of experience in Customer Service, HR, Clinical or Business-related field; OR
• Bachelor’s degree in human resources, business administration, or related field and one to two (2) years of experience in Customer Service, HR, Clinical or Business-related field.

EXPERIENCE

• Two (2) years’ experience working with travel nurses, surg techs or allied health professionals through agencies or through the internal system-wide resource pool.

PREFERRED QUALIFICATIONS

• Master’s degree in human resources, business administration, or related field.

EXPERIENCE

• Experience supervising employees.

CORE DUTIES AND RESPONSIBILITIES

The statements described here are intended to describe the general nature of work being performed by people assigned to this position. They are not intended to be constructed as an all-inclusive list of all responsibilities and duties. Other duties may be assigned.

• Invoice tracking, coding and overall program spend management.
• Manage Concur reimbursements for program. This includes gaining delegate access for SSP employees; processing assignment mileage reimbursements; processing meal & mileage reimbursements for new hire onboarding; processing any additional approved reimbursements as needed.
• Kronos management: approve timecards; enter/change schedules; code time to appropriate GL & Cost Center; assign correct job codes; manage & approve PTO; approve shift swaps; reconcile timecard mistakes & issues; fix missed punches; track time & attendance; manage & assign self-scheduling groups; enter new hire information to activate SMS feature.
• Payroll management: calculate stipends & send to payroll on a biweekly basis; submit critical staffing pay spreadsheet; submit incentive pay spreadsheet.
• Manage and track Assignments, which includes, but is not limited to request forms; start/end dates; extensions; stipend eligibility; assignment letters; schedules; PTO; department orientation checklists; hospital & department access requirements.
• Track Employee Health Survey reminders and follow up with employees to ensure they get completed.
• Interview candidates interested in the program and work with Recruiter on offers.
• Manage new hire/internal transfers into the Program. This includes, but is not limited to welcome call; coordinating NEO/NSO/Epic/Specialty Training; organizing first assignment details; requesting all needed system-wide access and badge; create electronic employee file; obtaining all required program paperwork; onboarding checklists.
• DHHR - WV Cares & BMS – obtain & submit all required paperwork and schedule fingerprint appointments.
• Work with SSP Clinical Onboarding & Training Specialist to address and follow up on Licensure, Certification, and /or CBL requirements.
• Send & review assignment evaluations to unit managers.
• Perform 90 day and year end reviews.
• Work with HR & Employee Relations on corrective action & performance improvement plans.
• Send monthly reports to each system hospital HR & Education Departments of SSP staff on assignment at their location.
• Manage recognition activities.
• Create Program Materials including monthly newsletters, resource guides, informational flyers, forms.
• Manage day to day needs of employees in the program which requires being available 24/7. This includes, but is not limited to call offs, shift swaps, resolving conflicts, access issues, payroll issues, scheduling, PTO requests, patient safety concerns, etc.
• Manage and update program guidelines.
• Work with SSP Clinical Onboarding & Training Specialist on identifying system-wide onboarding requirements for clinical staff in the Staffing Solutions Program.
• Serve as a mentor to clinical staff, identifying growth opportunities and educational needs.
• Consider factors related to safety, effectiveness, and cost in planning and managing clinical professional development activities.
• Initiate and/or participate in studies and research activities related to staff development and patient health care.
• Maintain current knowledge of trends in area of expertise. Serve as a change agent in affecting appropriate changes within the health care delivery system as it relates to evidence based practice.
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• Assist with recruitment and retention activities.
• Support leadership team by demonstrating effective leadership, communication, and conflict resolution skills.
• Execute and/or assist with special projects as needed.
• Performs miscellaneous job-related duties as assigned.

PHYSICAL REQUIREMENTS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Occasional travel to system hospitals and/or clinics will be required.

WORKING ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

SKILLS AND ABILITIES

• Excellent collaboration and team building skills.
• Must be detail oriented, organized and be able to multi-task.
• Excellent verbal and written communication skills.
• Computer proficiency with MS Office Suite.
• Ability to multi-task in an ever changing environment.
• Ability to work cross functionally with multiple departments, across multiple disciplines.

Additional Job Description

Scheduled Weekly Hours

40

Shift

United States of America (Exempt)

Company

SYSTEM West Virginia University Health System

Cost Center

574 SYSTEM Strategic Staffing Solutions