Scheduler

Creating Life Better Here

At San Juan Regional Medical Center, we're more than a healthcare provider—we're a values-driven organization dedicated to delivering exceptional care. As a team member, you help fulfill our mission to make life better here for our community.

The Timekeeping and Specialist Analyst is responsible for the configuration, design, optimization, support and associated workflows and maintenance of timekeeping and scheduling solutions. The proficient use of workforce advance scheduling and time and attendance module in the UKG Pro WFM application. The Timekeeping and Scheduling Analyst reports directly to the Optimization Manager and serves as the subject matter expert of the Advance Scheduling and Timekeeping system and configuration. They are responsible for performing tasks using excellent problem solving and outstanding customer services skills to ensure accurate timekeeping entries, system configuration, support and advance scheduling configuration and transactions for payroll processing. This position may support all managers, directors and end users in the organization. This position assists department managers and directors with on-going staff training, system updates, configuration, root cause analysis troubleshooting and job aids creation pertaining to scheduling and timekeeping processes.

Required Behaviors:

• As you go about fulfilling this mission, your work habits and work relationships should embody SJRMC's values. These values are our culture, our identity as an organization. Sacred Trust, Personal Reverence, Thoughtful Anticipation, Team Accountability and Creative Vitality ask more of us than merely completing some list of tasks. Our values ask for a deeper level of commitment, and what is asked of us is we freely give because we believe in our mission.

Required Qualifications:

• Three (3) years of customer service and office experience
• Two (2) years of experience in Human Resources or Payroll/Finance
• Two (2) years of experience with Timekeeping and Scheduling systems
• Experience with computer data entry and troubleshooting
• Experience with word processing and spreadsheets
• Demonstrated interpersonal and problem-solving skills
• Demonstrated effective verbal and written communication skills
• Bachelor's degree (education must be obtained from an accredited institution and will be verified) in Business, Human Resources, Finance or Information Systems, or equivalent professional experience
• Experience with Microsoft Office, Word, Visio, PowerPoint, and Excel Spreadsheets

Preferred Qualifications:

• Three (3) years of experience in Health Care
• Experience with timekeeping business processes for healthcare
• Experience with scheduling business processes for healthcare

Duties and Responsibilities:

• Regularly reviews and updates scheduling and timekeeping system entries for assigned departments, which may include posting a schedule, creating a schedule pattern, tasks in schedule planner, entering missed punches, PTO, Sick, premium pay, and other pay codes.
• Views, edits and approves access given to different roles in UKG Pro WFM Application by updating personas, organizational sets, employee groups and other types or access control, CRT (Cross Reference Tables for Integrations), troubleshoot transaction assistant (Daily integrations errors).
• Provides analysis for root causes workflow failures and identify business process improvement opportunities.
• Serves as Subject Matter Expert and Super User of Advance Scheduling and Timekeeping module for the organization. Configures, optimizes, designs, maintains timekeeping and scheduling systems across the organization.
• Meets all deadlines for payroll processing ensuring transaction accuracy.
• Design and optimize staff scheduling templates to meet operational and patient access goals.
• Analyze scheduling data to identify trends, gaps, and opportunities for improvement.
• Collaborate with clinical leaders to align schedules with patient demand and staffing models.
• Serve as a liaison between departments, IT, and scheduling teams to implement system enhancements.
• Report any discrepancies and unusual or questionable time entries to appropriate leadership, Human Resources Team and Payroll Team if applicable.
• Maintains a strong and current knowledge of Timekeeping and Payroll Policy and Multi-State and Federal law by participating in applicable training and regularly reviewing regulation changes and general information.
• Performs tasks with a positive attitude, always looking to expand the knowledge base and learning new things.
• Creates and prepares education content creations and job aids for the organization.
• Excellent Customer Service to all users in the organization. Follows the customer first and patient center philosophy.
• Always maintain confidentiality of information handle.
• Input and processing of timecard historical corrections utilizing the Workday request framework, including Workday HR Help Ticketing System by uploading screenshots of before and after timecard changes and communicating with the managers and requestors of changes. Allows the Manager to Validate timecard changes and calculations.
• Provides back-up to other department positions based on workload and absences.
• Helps users with reporting capabilities within the UKG Pro WFM application.
• Understand all types of timecard calculations, including holidays, weekend shifts, shifts differentials, on-call and call back pay, and productive and non-productive pay codes, transfer sets, pay rules and work rules based on policies.
• Administers daily Workday HR Help Tickets for Kronos and UKG Scheduling and Timekeeping Functional Areas.
• Adheres to SME Responsibilities of UKG RACI Matrix.
• Audits timecards and use reports for audit trails.
• Partners with IT Apps Team SME to test clocks and provide coverage to troubleshoot hardware when IT Apps SME is out of the office.
• Obtains approval for, and documents, all additions, deletions, corrections, etc. Retains all required documentation and signatures for changes requested.
• Works with employees and management to ensure that payroll punches are approved, documented, and recorded correctly.
• Thoroughly and accurately completes all actions related to timekeepers and scheduler functions for the Functional Area.
• Troubleshoots Transaction Assistant Errors in UKG Pro WFM daily working with Integration Engineer and Functional Areas for resolution.
• Through investigation, ensuring accurate and effective resolution of customer concerns while providing a positive customer experience.
• Perform testing for Advance Scheduling and Time and Attendance Modules in UKG Pro WFM by documenting testing scenarios, selected testing population, and providing comments for IT Change Control Committee approval of configuration changes.
• Functions as the point of contact person for staff and managers on questions/issues related to the timekeeping and scheduling module.
• Works with employees to resolve errors like missing punches (i.e., UKG self-service and mobile App.).
• Must be able to multi-task, perform all duties independently with strong prioritization skills, self-directed in utilizing resources to meet objectives, effective communication, and collaboration across the enterprise, with an ability to adapt to change rapidly.
• Take call as needed for on-call coverage during unexpected downtime.
• Other duties as assigned.
• Each caregiver is responsible for implementing SJRMCs Service Standards into their daily work: Safety, Courtesy, Effectiveness, and Stewardship

Physical Demands and Environmental Work Conditions:

• Prolonged periods of sitting at a desk and working on a computer
• Occasional irregular work hours (to meet the needs of SJRMC)
• Must be able to lift twenty-five (25) pounds
• Occasional: lifting, carrying, reaching, bending, pushing, pulling, and stooping
• Must be able to: talk (ordinary and conversations), hear (ordinary and conversations), and see (acuity: near and far, depth perception, and color vision)