Support Services Rep

Kaiser Permanente; San Jose (CA); On-site; USD 57,000 - 60,000; Full time

Job summary

Kaiser Permanente is seeking a Support Services Representative in San Jose to ensure adequate nursing staffing for inpatient units. You will bridge nursing staff and administration while interpreting CBAs on staffing, scheduling and pay practices.

Responsibilities include maintaining a 28-day master schedule, coordinating with registry vendors, and assisting payroll to ensure accurate compensation per CBAs. Strong communication and analysis are essential.

Qualifications

• Typing speed of 40 wpm.
• PC skills assessment experience.
• Strong written and numeric analysis abilities.
• Excellent communication with diverse staff.
• Problem-solving to address staffing/payroll issues.
• Detail-oriented documentation of staff decisions.
• Decisiveness in staffing/payroll requests.
• Proficiency with Word/Excel and nursing workload data.

Responsibilities

• Ensure sufficient, qualified staff daily per GRASP.
• Generate daily variance reports between GRASP and staffing needs.
• Coordinate with Registry vendors for Joint Commission compliance.
• Interpret CBAs to minimize overtime and manage vacations.
• Document discussions to support contract provisions.
• May testify at arbitrations over staffing records.
• Maintain 28-day master schedule for all shifts.
• Assist payroll to ensure accurate pay per CBAs.

Skills

Typing 40wpm

PC skills

Analytical abilities

Interpersonal communications

Problem solving

Detail oriented

Decisive

GRASP system knowledge

Education

High school diploma

Some college preferred

Tools

Word

Excel

PowerPoint

Job description

Job Summary

The Support Services Representative is a member of the nursing team and contributes directly to patient care by ensuring that the necessary level of staff is provided for the inpatient units. The Support Services rep. serves as a liaison between the nursing staff and the nursing administration team members and is responsible for the correct interpretation of the provisions of the collective bargaining agreements covering staffing, scheduling, and pay practices.

Essential Responsibilities

Ensures sufficient, appropriately qualified staff on a daily basis in accordance with the KP nursing workload management system, currently known as GRASP; generates daily reports describing variances between GRASP requirements and actually staffing needs; Works with Registry vendors to ensure compliance with The Joint Commission regulatory requirements for outside registry personnel; interprets collective bargaining agreements (CBA) to: minimize the cost of overtime and/or other premium payments; ensure seniority in vacation selection or other time off; creates ranking systems for regular staff in accordance with seniority provisions of contracts and availability forms filed by employees; documents discussions with staff and management to ensure that contract provisions are followed; may be required to testify at arbitrations or other legal proceedings regarding such documentation. in accordance with individual facilities guidelines, negotiates with staff to cover vacant shifts; generates and maintains computerized master schedule on a 28-day bases covering all nursing shifts throughout the hospital; addresses all urgent staffing/payroll situations; work with and/or provides necessary information to payroll to ensure employees are paid in accordance with CBAs or other KP policies and guidelines. interpret coded timecard module that arise and process timecards for payment on a bi-weekly basis.

Job Summary

The Support Services Representative is a member of the nursing team and contributes directly to patient care by ensuring that the necessary level of staff is provided for the inpatient units. The Support Services rep. serves as a liaison between the nursing staff and the nursing administration team members and is responsible for the correct interpretation of the provisions of the collective bargaining agreements covering staffing, scheduling, and pay practices.

Essential Responsibilities

Ensures sufficient, appropriately qualified staff on a daily basis in accordance with the KP nursing workload management system, currently known as GRASP; generates daily reports describing variances between GRASP requirements and actually staffing needs; Works with Registry vendors to ensure compliance with The Joint Commission regulatory requirements for outside registry personnel; interprets collective bargaining agreements (CBA) to: minimize the cost of overtime and/or other premium payments; ensure seniority in vacation selection or other time off; creates ranking systems for regular staff in accordance with seniority provisions of contracts and availability forms filed by employees; documents discussions with staff and management to ensure that contract provisions are followed; may be required to testify at arbitrations or other legal proceedings regarding such documentation. in accordance with individual facilities guidelines, negotiates with staff to cover vacant shifts; generates and maintains computerized master schedule on a 28-day bases covering all nursing shifts throughout the hospital; addresses all urgent staffing/payroll situations; work with and/or provides necessary information to payroll to ensure employees are paid in accordance with CBAs or other KP policies and guidelines. interpret coded timecard module that arise and process timecards for payment on a bi-weekly basis.

Grade: 325

Basic Qualifications

• Testing: Typing 40wpm.
• Testing: PC skills test (able to pass PC skills assessment).
• Excellent analytical abilities of both the written word, metrics, charts or other documents generated by the GRASP system; computerized staffing system.
• Excellent interpersonal communications skills which enable individual to work with a variety of personalities and negotiate the necessary coverage for the hospital.
• Strong problem-solving skills allowing individual to develop creative alternatives to staffing/payroll issues.
• Detail oriented to ensure that discussions with staff and decisions regarding selection of staff are documented in case of disputes.
• Must be decisive with the ability to work independently and make decisions regarding staffing/payroll requests or challenges.
• Excellent knowledge of computer programs such as Word and Excel with the ability to quickly understand and utilize the nursing workload data base.
• Knowledge of health-care environment preferred; High school diploma required some college preferred.
• Must be flexible to meet the needs of the department.

Education

• High school diploma required some college preferred.

License, Certification, Registration

• N/A

Additional Requirements

• N/A

Preferred Qualifications

• N/A

Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.

Primary Location: California,San Jose,San Jose 100 Great Oaks

Scheduled Weekly Hours: 40

Shift: Evening

Workdays: Week 1: Mon, Tue, Thu, Fri, Sat Week 2: Sun, Tue, Wed, Thu, Fri *Holidays may be required per contract. Days and hours may vary pending operational need.

Working Hours Start: 02:30 PM

Working Hours End: 11:00 PM

Job Schedule: Full-time

Job Type: Standard

Worker Location: Onsite

Employee Status: Regular

Employee Group/Union Affiliation: A01|SEIU|United Healthcare Workers West

Job Level: Individual Contributor

Department: San Jose Hospital - Appointment Services - 0206

Pay Range: $41.08 - $43.22 / hour

Kaiser Permanente strives to offer a market competitive total rewards package and is committed to pay equity and transparency. The posted pay range is based on possible base salaries for the role and does not reflect the full value of our total rewards package. Actual base pay determined at offer will be based on labor market data, internal alignment, and a candidate's years of relevant work experience, education, certifications, skills, and geographic location.

Travel: No

Work Setting: Onsite

Worker location must align with Kaiser Permanente's Authorized States policy.

Kaiser Permanente is an equal opportunity employer committed to fair, respectful, and inclusive workplaces. Applicants will be considered for employment without regard to race, religion, sex, age, national origin, disability, veteran status, or any other protected characteristic or status.