Staffing Coordinator - Nursing Staff Office - Vassar Brothers Medical Center

Northwellis the largest not-for-profit health system in the Northeast, serving residents of New York and Connecticut with 28 hospitals, more than 1,000 outpatient facilities, 22,000 nurses and over 20,000 physicians. Northwell cares for more than three million people annually in the New York metro area, including Long Island, the Hudson Valley, Connecticut and beyond, thanks to philanthropic support from our communities. Northwell is New York State’s largest private employer with over 104,000 employees — including members ofNorthwell Health Physician Partners— who are working to change health care for the better.

Title:

Staffing Coordinator - Nursing Staff Office - Vassar Brothers Medical Center - flex schedule, weekends, holiday's as needed

SUMMARY:

Assumes responsibility for and participates in all phases of the Nursing Department scheduling system in order to maintain the day-to-day operations of the staffing office that reflects excellence in organizational and communication skills. Participates as an editor in the payroll system to ensure accuracy of staff time cards.

RESPONSIBILITIES AND STANDARDS

Responsibility I- Staffing Office Activities

• 1. Coordinates and reviews the ANSOS computer schedule system for each nursing unit with the unit master schedule, then updates the daily profile sheets for efficiency and accuracy.
• Updates and reports discrepancies in the schedule to the Nurse Manager of the unit and the Staffing office Supervisor.
• 1.1 Maintains and prepares daily staffing worksheets for each shift and updates for accuracy.
• 1.2 Prints daily worksheets, generating sheets 5 days in the future to anticipate staffing needs.
• 1.3 Contacts staff and Per Diem RN’s, LPN’s, NA’s and USY’s to cover vacancies, sick calls and vacations. Records on the staffing call log sheet, assigning to appropriate unit.
• 1.4 Completes accurate assigning of all staff including MOT as reflected on profile sheets and enters this into ANSOS System.
• 1.5 Tabulates census per unit per shift and enters into workload data of the ANSOS System.
• 1.6 Utilizes the Totals census on all units and enters on the daily worksheet for each shift.
• 1.7 Enters four-week time cycles of the Nursing units and addresses discrepancies with the Nurse Manager.
• 1.8 Assists Staffing Manager/Administrative Nurse Manager in placement of qualified staff to appropriate units.

Responsibility II

• 2. Coordinates and updates the staffing process to reflect changes in the scheduling system.
• 2.1 Maintains LOA grid and updates as necessary.
• 2.2 Maintains and updates 1199 mandatory overtime list of nursing assistants and unit secretaries.
• 2.3 Generates biweekly process of accurate scheduling of Code Stat list and distributes to all nursing units.
• 2.4 Maintains office supplies on a regular basis to ensure adequate inventory.
• 2.5 Distributes payroll checks to individuals in the nursing department as necessary.
• 2.6 Types, files and copies as directed by the Director of Nursing Resources and Administrative Nurse Managers.

Responsibility III- Nursing Unit Resource Support

• 3. Collaborates with Managers/Clinical Coordinators regarding monthly schedules.
• 3.1 Generates daily schedule for each nursing unit for manager to review.
• 3.2 Projects staffing needs for the month and week, makes calls to cover vacancies
• 3.3 Enters staffing and time card changes in the ANSOS system and the API system daily. Checks and edits all time clocking for accuracy on a daily basis.
• 3.4 Prints monthly schedules for each unit in the format requested by Nursing Manager/Clinical Coordinator.
• 3.5 Assists in the calculation and tabulation of monthly mandatory overtime and dependability data for each unit.

Responsibility IV

• 4. Administers and maintains the Nursing Department ANSOS System.
• 4.1 Demonstrates knowledge of nursing units’ position control report to assist in assigning DCPOS position numbers to all new employees and interdepartmental transfers as requested by Director of Nursing Resources.
• 4.2 Assists in completing data entry of all new hires into controller module of the ANSOS System.
• 4.3 Logs and enters monthly license expiration and certification information and follow up to ensure all licenses and certifications are accurate.
• 4.4 Enters all approved annual vacations in the long-term request section for the controller module for all nursing staff.
• 4.5 Maintains status changes of nursing staff in the ANSOS System.

Responsibility V

• 5. Maintains appropriate communication information according to department and hospital goals and policy.
• 5.1 Screens and refers all incoming telephone calls and ensures that accurate and timely communication is facilitated and that the department/hospital is presented in a positive and courteous manner.
• 5.2 Answers telephone in a timely and courteous manner, identifying self and department at all times.
• 5.3 Records accurate information regarding staffing schedules and enters into the scheduling system.
• 5.4 Responds promptly and accurately to staffing inquiries, and based upon personal knowledge routes to appropriate department/manager.

Responsibility VI

• 6. Promotes a safe and efficient working environment by adhering to hospital and departmental policies and procedures.
• 6.1 Adheres to Infection Control and Quality Assurance Policies and Procedures at all times.
• 6.2 Maintains appearance of work areas according to department standards at all times.
• 6.3 Adheres to all safety regulations reporting any variances to supervisor immediately.
• 6.4 Attends and actively participates in all in-services as required.
• 6.5 Reports immediately all incidents, irregularities, unsafe conditions, equipment, and/or unusual occurrences to supervisor.

Responsibility VII

• 7. Customer Service: Adheres to the VBMC SPIRIT principles 100% of the time.
• 7.1 Displays a caring and courteous attitude and represents the medical center in a positive manner.
• 7.2 Promotes and contributes positively to intra-departmental and inter-departmental relationships.
• 7.3 Maintains the confidentiality of employees and departmental information.
• 7.4 Adheres to departmental and medical center dress codes and wears a VBMC picture identification badge, 100% of the time.
• 7.5 Demonstrates willingness to assist co-workers and/or to accept additional assignments as requested to support organizational needs.
• 7.6 Responds to all requests for information and assists in a timely and courteous manner.
• 7.7 Demonstrates a high level of mental and emotional tolerance and even temperament when dealing with people; uses tact, sensitivity and sound judgment at all times

JOB QUALIFICATIONS:

• Education: One (1) year of college or specialized post high school training in computers/secretarial skills.
• Experience: Requires a minimum of one and up to three years of experience, which require secretarial/computer and interpersonal skills. Good working knowledge of office equipment and Microsoft applications.
• License: N/A

Salary Range: $19.54 - $37.94 Hourly