Staffing Analyst - System Staffing

We are seeking a Staffing Analyst to work 12-hour shifts (days or nights). Candidates must be flexible and available to work 4 weekend shifts within a 6-week schedule period.

At Houston Methodist, the Staffing Analyst position is responsible for ensuring the availability of timely scheduling, balancing and reporting for departments, partnering with the nurse staffing leadership. This position performs daily staffing to fill nursing care needs and communicates the staffing to the different nursing departments. The Staffing Analyst position communicates and distributes reports to leadership for determining productivity, ensuring compliance with scheduling and time and attendance policies by both employees and managers, within schedules and timecards. This position analyzes and prepares information to assist in controlling overall staffing costs and employee engagement regarding staffing and scheduling. The Staffing Analyst position acts as a resource to management on scheduling/staffing utilization, education and interpretation of generated staffing/scheduling reports. This position requires expert experience and knowledge of staff scheduling processes, procedures and systems.

FLSA STATUS
Non-exempt

QUALIFICATIONS

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
• Associate’s degree or higher preferred

EXPERIENCE

• Two years’ experience in staffing or scheduling
• One-year experience with electronically-automated time and attendance/scheduling system preferred

SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles
• Possesses high-level skills in organization, customer service, professionalism, interpersonal relations, written and oral communication
• Proficient application of English grammar, punctuation, and sentence structure
• Ability to prioritize, frequently and quickly shift tasks, and adapt to a rapidly changing environment
• Exhibits initiative, proficiency, and adaptability to optimize the time of those supported
• Strong organizational, communication, and interpersonal skills; a commitment to quality and excellence in service; confidentiality; and professionalism
• Demonstrates effective and appropriate decision-making, judgment, and confidentiality as well as attention to detail and follow-through
• Must be able to analyze data to identify opportunities for improvement in the staff scheduling partner areas
• Ability to effectively communicate and train staff in navigational features within computer applications
• Professional handling of confidential material and information
• Must have organizational skills with special attention to details and able to work independently Proficient knowledge of Microsoft Office software programs, including Word, Excel, PowerPoint

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Coordinates daily with nursing department directors/managers to fill vacant positions, notifies department directors/managers when unable to obtain staff in a timely manner. Communicates with management regarding all pertinent cutoff dates for employee request approval and schedule signoff. Communicates staffing issues to current and oncoming Operations Administrator and compiles data for a daily shift report indicating current progress of staffing needs.
• Identifies and anticipates potential problems, communicates concerns to appropriate management; addresses issues as instructed, responds professionally at all times, and reports resolutions. Assists staff in training for the scheduling systems for all new employees and to educate/troubleshoot problems with the online staffing system.
• Role models’ healthy work relationships such as mitigation of conflict, leading problem-solving and resolution efforts. Recommends initiatives to improve department scores for employee engagement on department scorecard.

SERVICE ESSENTIAL FUNCTIONS

• Establishes and maintains core rotations employees within the scheduling system. Populates core rotations in accordance with the Scheduling Timeline. Populates need-based schedules and balances departments to ensure acceptable coverage standards
• Utilizes all 4-6 week schedules, using the Scheduling Timeline, for departments, within the scheduling system. Applies staffing template and validates against budgeted nursing staffing unit grids. Ensures all employees are able to schedule within the self-scheduling guidelines and timelines. Publishes all schedules by deadlines.
• Projects staffing needs for weekend and holiday coverage, filling those positions as needed. Utilizes problem-solving skills and statistics to adequately assign staff, resolve staffing issues and improve communication with patient care units. Serves as resource to the units when new staffing policies and procedures are developed.
• Maintains staffing records, files and feedback sessions documents in an organized and timely manner. Maintains traveler/agency nursing schedules. Keeps an orderly work environment and monitors department for supplies, inventory and files.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Informs management of upcoming license expirations and assists in removing the employee from the schedule, utilizing the appropriate code on the schedule.
• Reviews daily staffing sheets to determine nursing care needs. Reconciles the staff scheduling system with the assignment sheets for accuracy, according to unit schedules. Notifies unscheduled staff of shifts available and books the appropriate shifts. Reviews staffing variances daily to determine if there are opportunities for better coordination of staffing and scheduling needs throughout the patient care areas.
• Documents call-ins in the scheduling module. Notifies department directors/managers of any call-ins. Prepares and distributes rolling year Unscheduled Absence report, by employee, to participating unit directors/managers. Utilizes the scheduling system and ensures the confirmation of assigned staff.
• Identifies and offers innovative solutions through participation in performance improvement projects and activities and implements changes following managerial review. Supports department-based and organization goals which contribute to the success of the organization. Follows up on action items to ensure completion of assignments.

FINANCE ESSENTIAL FUNCTIONS

• Submits all outstanding needs to department staff for consideration. Prior to booking, performs analysis to ensure staffing units are within budgeted man hours per patient day. Documents reasons for extra staffing. Ensures that scheduling processes are optimum to minimize and control the use of premium labor (overtime, contract labor, etc.).
• Prepares and provides projected monthly Staffing and Scheduling analysis to participating department managers for review and approval.
• Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Promotes individual professional growth and development by meeting requirements for mandatory/continuing education. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

SUPPLEMENTAL REQUIREMENTS
WORK ATTIRE

• Uniform: No
• Scrubs: No
• Business professional: Yes
• Other (department approved): No

ON-CALL*
*Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.

• On Call* No

TRAVEL**
**Travel specifications may vary by department**

• May require travel within the Houston Metropolitan area No
• May require travel outside Houston Metropolitan area No

QUALIFICATIONS

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)
• Associate’s degree or higher preferred

EXPERIENCE

• Two years’ experience in staffing or scheduling
• One-year experience with electronically-automated time and attendance/scheduling system preferred