Staffing and Scheduling Coordinator

• Responsible for collaborating with directors, supervisors, charge nurses and others as needed to maintain appropriate staffing levels.

• 1)Maintains database and scheduling of all nursing associates
• 2)Receives daily report from the night supervisor, and gives report to the PM supervisor and staffing coordinator at the end of the shift, regarding staffing and acuity
• 3)Coordinates daily with nursing leaders and/or charge nurses in regards to staffing needs and discusses resource availability.
• 4)Collaborates with Clinical Managers and charge nurses regarding staffing according to acuity
• 5)Assigns float pool associates and Agency personnel to units as needed when available
• 6)Collaborates with unit leaders to determine LCD if necessary.
• 7)Completes all appropriate documentation on the staffing sheets, and documents in Advocateworks as to the placement of float pool staff.
• 8)Reviews staffing sheets and enters information that was missed being entered by the Administrative Nursing Supervisors.
• 9)Provides clerical support for Director/Manager of Clinical Operations in the form of agendas, minutes, flyers, misc. Types letters, memorandums, reports, and other types of correspondence, from rough drafts or provided copy.
• 10)Handles telephone calls promptly and courteously, screens, and directs calls; records messages accurately
• Responsible for daily administration of Float Pool by:

• 1)Coordinating the orientation and on-boarding of new Float Pool associates.
• 2)Assures associate satisfaction standards are met.
• 3)Scheduling of Float Pool staff to match requests based on availability, need and competency; obtains needs schedule from corresponding units.
• 4)Provides ongoing Float Pool statistics of requirements according to PRN agreement.
• 5)Contacts agencies for supplemental staffing when determined necessary and completes appropriate documentation.
• 6)Collaborates with charge nurses to obtain coverage for high acuity, sick calls, overflow patients and sitters needs.
• 7)Assist the Clinical Operations manager with managing initial and annual compliance to regulatory standards of the float pool along with adherence to Advocate Condell Medical Center and Advocate Health Care policies, including float pool personnel licensure and compliance with standards.
• 8)Assures proper billing of agency charges.
• Responsible for the cost effective use of agency resources for the house.

• 1)Negotiates hospital specific agency contracts if necessary, to meet staffing needs.
• 2)Communicates directly with agencies regarding resolution of quality issues, providing documentation as necessary.
• 3)Completes billing from agencies, verifying agency shifts worked, resolving any billing issues with the agency, and charging out agency costs to the unit in a timely manner.
• 4)Completes biweekly agency timecard, charging out agency use to the units.
• 5)Provides reports to nursing management regarding agency utilization as needed.
• Responsible for administrative duties

• 1)Prepares and reconciles agency bills for payment when agency is utilized.
• 2)Responsible for maintaining office equipment and supplies for the float pool.
• 3)Submits float pool associate fund reimbursement to accounts payable after approval of the Manager of Clinical Operations.
• Responsible for gathering and maintaining personnel information required for staffing program for the Float Pool.

• 1)Maintains Nursing Division data base and position control, ensuring confidentiality of these records. Reviews and keeps accurate records on all download information and updates all fields not included in this download.
• 2)Resource for Advocateworks staffing and scheduling software application. Assist with the maintenance of ongoing data entry for accuracy and timeliness.
• 3)Overseas ongoing schedule changes for the float pool and coordinates those schedule changes with appropriate departments as necessary.
• 4)Provides an appropriate handoff of staffing decisions at the end of the day that includes resource allocation that was provided, and discuss any possible or foreseeable concerns in regards to staffing over the next 24 hours to the Administrative Nursing Supervisor.
• 5)Assist in entering other information on the staffing sheets as needed.
• 6)Provides Clinical units with information regarding scheduled and available staff and assists in staffing decisions for the next 24 hours, Monday-Friday.
• 7)Backs up data as needed or required which includes archiving all of the med/surg schedules both when first published and after the pay period.
• 8)Responsible for monitoring staffing shortages for the upcoming weekend and balance and adjust staff accordingly.
• Responsible for preparation of reports used in staffing and budgeting.

• 1)Prepares and prints statistical, acuity and personnel reports
• 2)Obtains appropriate information for the Hospital Report Card Act and submits preliminary information to the Director of Clinical Operations.
• Responsible for overseeing the maintenance of all applicable computer equipment.

• 1)Maintains equipment according to established contracts and Shiftwise.
• 2)Receives updates from the Nursing Division, Nursing Education, and Advocateworks, and updates the computer equipment at necessary.
• 3)Keeps a copy of staffing contracts on file for reference.
• 4)Maintains appropriate levels of supplies for operation of the equipment and the department needs.
• 5)Super-user for the Advocateworks scheduling system – inputs new users and trouble shoots when issues arise. Responsible for granting access for the Advocateworks system for both editors and approvers of the Advocateworks system.
• 6)Facilitates and maintains upgrades in Advocateworks system by remaining current with available upgrades and interfaces.
• Facilitates Cost Effective Allocation of Staff on all unit, and participates in CQI related projects.

• 1)Audits utilization of in-house Float Pool, agency, sitter, and other personnel.
• 2)Provides data unique to department, i.e. hours per patient’s day, average daily census, etc. Assists in process to analyze data as requested by the Director of Nursing or Clinical Operations.

• - High school graduate - 3 years previous office experience - experience as a Health Unit Secretary preferred

• Keyboarding skills - 35 wpm preferred - Basic computer knowledge, including data entry - Basic medical terminology - Ability to cooperate with others - Good communication skills (verbal and written) - Knowledge of Microsoft Word and Excel
• None

• - Must work closely with clinical management and staff associates - Requires development of rapport with outside vendors - All hazards associated with prolonged computer use are potential - Some travel may be necessary, both on and off site - Ability to lift & move light office equipment (up to 50 pounds) - Some work on weekends may be necessary - Ability to cross train on multiple new computer vendor systems -Must be able to rotate to off shift when needed -

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