Staffing Coordinator

Job Description

Job Description

North Oaks Communities LLC is seeking a full-time Staffing Coordinator who wants to make a difference in the lives of seniors every day.  At our premier 5-star retirement community, we offer a home-like environment where we treat everyone with respect and dignity.  Hospitality is at the heart of what we do.

The Staffing Coordinator performs staffing of all facility units for the nursing department, ensures that units are fully staffed per regulation, ensures supplies are ordered and stocked timely, and performs daily maintenance of active and discharged charts and other medical records functions.

Compensation: $24.50 per hour. 

Shift and Schedule: Full time Monday through Friday 8:30am-5:00pm. 

Essential Duties:

1.      Assures adequate daily staffing, coordinates PRN staffing as needed to maintain adequate daily staffing and assists management with staff scheduling as needed. Works with Director of Nursing to fill open positions.

2.      Attend and be prepared in advance for daily labor management meetings.

3.      Communicate scheduling updates from Administration in regard to changes to the schedules.

4.      Work collaboratively with the accounting department to ensure accuracy of timecards for PBJ.

5.      Timecard reconciliation for Nursing Staff.

6.      Oversees monthly/daily unit work schedules by preparing a master scheduling and reviews with Director of Nursing prior to posting.

7.      Ensures adequate staffing prior to leaving facility daily by communicating with Director of Nursing regarding scheduling needs. Notifies Director of Nursing/Administrator of any absentee/tardiness concerns.

8.      Maintain daily staffing worksheets. All staffing needs and/or changes (call outs, late calls, short notice coverage and doubles) are to be completed daily and updated on the staffing sheets daily.

9.      Ensure that new hire skills checklist (RN/LPN, CNA-1) is distributed to trainers, collected, discussed with DON and given to HR prior to final day of floor orientation. Meets with new employees to assign orientation scheduled.

10.  Monitors absences, tardiness, early quit, etc. of staff. Accurately record attendance for nursing department (late calls, absences, sick time, vacation time, no call/no show, cancellations, etc.) Maintains call out book and delivers original call out messages to Director of Nursing. Coordinates weekly reconciliation of punch detail report.

11.  Maintain accurate documentation of employees that accepted overtime and/or changed shifts. Receives prior approval for completed request slips from the Director of Nursing.

12.  Coordinate with Transportation Coordinator and schedule resident escorts for appointments.

13.  During inclement weather situations, assists with the scheduling and coordination of staff to ensure facility staffing coverage.

14.  Coordinates staffing of agency and ensures required documents and screening is obtained prior to agency starting.

15.  Ensures receipt of personal service provider documents prior to starting.

16.  Coordinates floor orientation for North Oaks health center employees and agency staff and ensures orientation checklists are completed.

17.  Welcomes visitors by greeting them, in person or on the telephone, answering or referring inquiries.

18.  Assist the front desk receptionist with answering and transferring incoming calls in a courteous and professional manner.

19.  Maintaining resident, employee and department telephone and photo directories.

20.  Assist with obtaining transportation for employee requests using company approved program.

21.  Updating census, daily staffing report, master schedule, and other reports and spreadsheets as required.

22.  Order, stock, and maintain levels of supplies and keep supply rooms organized and tidy.

23.  Distribute supplies as required.

24.  Maintain active and discharged charts per state regulatory guidelines; thin charts according to standards and practices; and present admission charts.

25.  Maintain Medical Records and routinely inspect for accuracy, timeliness, and completeness. 

26.  Assist residents as needed with answering phone or checking on residents.

27.  Maintain resident, employee and department telephone and photo directories.

28.  Assist the Director of Nursing, Health Services Administrator, and others with clerical functions.

29.  Maintain safe and clean reception and work areas by complying with procedures, rules, and regulations.

30.  Assist with maintaining continuity amongst receptionist staff and other involved parties by documenting and communicating actions.

31.  Other responsibilities in various departments as assigned.

32.  Completes projects as assigned.

33.  Update reports and spreadsheets as required.

34.  Generate reports timely and accurately.

35.  Assist with other health center duties as assigned.

36.  Assists in maintaining a high level of customer service for residents and their guests.

37. Work as a CNA-1 if needed or go on trips or appointments with residents if needed.

Other Duties:

1.              Attends in-service training and education sessions as assigned.

2.              Performs specific work duties and responsibilities as assigned by supervisor.

3.              HIPAA Compliance – follows written policies and procedures to ensure confidentiality of protected health information.

4.              Observes all safety rules and regulations.

5.              OIG Compliance – follows written policies and procedures to comply with the federal and state laws and regulations.

6.              Interacts verbally and in writing with residents, coworkers, and everyone in a friendly and respectful manner.

• High school diploma or its equivalent

• At least 1 year experience in staffing in a LTC setting preferred.

• Current Maryland CNA-1 in good standing required.

• Ability to multi-task and prioritize

• Ability to work under pressure and make independent logical decisions

• Excellent communication and organizational skills

• Ability to work as a team player

• Microsoft Office and Excel experience preferred.

• Compliance with North Oaks Vaccination requirements.

Physical Requirements/Working Conditions: Seventy-five percent of the workday is spent sitting, standing intermittently, and bending.  Must be able to lift and carry up to 30 lbs.  Requires manual coordination to operate phones, computers, and other business equipment.  Requires continuous mental and visual attention to diversified operations.  Must be able to function efficiently despite distractions and interruptions.  Communicates orally and/or in writing with residents, co-workers, families, and the public.  Works in a well-lit, heavily trafficked area.  Must be able to handle a multiplicity of routine tasks, following specific instructions carefully and general instructions completely.

Benefits:

·       Health, Dental, and Vision Insurance (single and family)

·       Paid Vacation, Holiday and Sick Leave

·       401K for employees 18 years of age or older

·       Meal Subsidy

·       Lyft/transportation service from public transport

·       Employee Assistance Plan

·       Free Parking

·       Onsite café

·       Employee referral bonus

·       Company discount program

·       Paid Orientation

·       Voluntary insurances such as Short-Term Disability, Life insurance, Accident, Hospital, and Critical Illness

E-Verify Participant/EOE