Staffing Coordinators are assigned to the centralized nursing staffing office at Lucile Packard Children’s Hospital where, as assigned by management, they perform:
1) Core functions of nurse staffing, scheduling, payroll, forms processing, and preparing reports for management.
2) Assist Nurse/Patient Care Managers and Assistant Nurse/Patient Care Managers in one or more patient care areas by providing varied administrative support functions requiring confidentiality, discretion and tact.
3) May be rotated between the central staffing/scheduling office and various inpatient units as needed to effectively provide such coverage. Strong emphasis on proactive problem resolution and needs assessment to efficiently manage staffing requirements and scheduling processes in collaboration with nursing management.
Performs varied and responsible administrative support work, as assigned by management, in direct support of assigned nursing units and their managers and/or assistant managers including, but not limited to, reception, answering and screening telephone calls, filing and maintaining records, composing documents, processing forms, distributing mail, requisitioning and distributing supplies, photocopying documents, scheduling and calendaring , etc.
Processes Personnel Action Forms (PAF) for salary changes, promotions, transfers, resignations, leaves of absence, and any other changes in employee status or compensation. Interprets personnel and payroll policies and procedures for management and employees. Orient staff members to changes in and answers questions regarding time-keeping policies and procedures. Checks and corrects timesheets for each unit, ensuring accurate recording of time and use of appropriate pay codes. Processes biweekly payroll for entire division, all interim checks, salary advances and adjustments, according to Payroll procedures to ensure timely and accurate paychecks for employees. Acts as a liaison with the Payroll Department for all payroll and timekeeping questions and problems.
Policies and Procedures
Performs assigned daily staffing and scheduling functions to meet specific requirements of nursing units with the goal of safe patient care in accordance with nursing administration policies, standards and procedures as well as HR and Payroll policies and provisions of collective bargaining agreements.
Regulatory Compliance & Record Keeping
Tracks, verifies and documents that nursing employees are current with respect to required licenses and certifications, competency documentation, other credentials, and Occupational Health and Healthstream requirements. Notifies employees and/or management, as appropriate, of renewal dates. Contacts appropriate outside agencies as needed to verify employees possess required credentials. Prepares and maintains personnel files for nursing
Provides managers with computer-generated reports from databases, staffing, scheduling and other software applications providing such information as patient volume and acuity levels, attendance, productivity and staffing rosters, employee demographics, leave balances and usage, etc.
Develops computerized schedules for assigned nursing units based on established staffing patterns, policies, approved employee preferences, and manager’s requests as well as to minimize overtime and other premium pay. Revises and adjusts unit schedules as needed in consultation with nurse managers. Consults with nurse managers and others regarding nurse staffing and scheduling needs, such as creating flexible staffing alternatives. Attends multiple daily “huddle” meetings with Patient Placement and Administrative Nursing Supervisor staff to plan for volume and census changes.
Reviews patient census and acuity information. Continually adjusts and allocates core, registry, float and relief nursing personnel to provide adequate coverage to clinics and inpatient areas to meet staffing requirements on a daily basis, including “just in time” staffing to address sick calls and other unscheduled absences. Assists with disaster/emergency preparedness planning and recording, including assisting in developing and implementing such contingency plans to ensure adequate staffing in the event of a major disaster or emergency.
Ensures tuition reimbursement forms are filled correctly, with appropriate supporting documentation attached, answers questions regarding tuition reimbursement policies and procedures, and provides nursing management with complete and processed tuition forms for approval.
Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.
High school diploma or GED equivalent.
Three (3) years of work-related experience.
Knowledge, Skills, and Abilities:
Ability to gather, analyze and provide clear and concise information both verbally and in writing
Ability to learn and work within specific department/unit/agency office policies and procedures as well as to apply laws, rules, policies, or procedures affecting assigned work
Ability to maintain strict confidentiality of personnel records and patient information and to handle sensitive matters discreetly, understanding and applying HIPPA regulations, hospital and department policies and procedures
Ability to work effectively, exercise initiative, apply reason and judgment in prioritizing changing and/or conflicting tasks, work under pressure in a fast-paced setting, cope effectively with interruptions, and handle a high volume workload with accuracy and efficiency, and meet deadlines
Ability to work efficiently as a team member and establish and maintain cooperative and productive working relationships with all levels of medical, professional, administrative, and support personnel contacted in the course of work
Knowledge of and ability to use basic office equipment including photocopier, fax, 10-key, printer, telephone, and desktop computer and ability to maintain orderly and accurate files and records, including confidential and sensitive material, both electronic and hard copy, for ease of access and retrieval
Knowledge of and demonstrated proficiency in the use of computer applications, such as word processing, spreadsheet and/or database and ability to quickly learn and become proficient in using staffing and scheduling applications
Knowledge of medical terminology
Knowledge of or ability to quickly learn the staffing and scheduling system used by the hospital for nursing staff
Lucile Packard Children's Hospital - 22 months ago