Nursing Staffing Coordinator, Facility Resource Pool, PRN, Variable

Inspire health. Serve with compassion. Be the difference.

Job Summary

Assigns resources and makes adjustments to assignments as required to meet staffing needs. Assists with preparation of assignment schedules for resources. Communicates regarding assignments. Assists with time and attendance reporting for office team members and other general office duties.

Essential Functions

• All team members are expected to be knowledgeable and compliant with Prisma Health's purpose:  Inspire health.  Serve with compassion.  Be the difference.

• Gathers and posts data to various records, forms, and databases.  Assists in the development and maintenance of departmental reports. Reports may include but may not be limited to core staff reassignment float log, monthly/weekly unfilled needs report, staffing board report, projected weekly staff report and daily available staffing report sheets. Generates and disseminates reports every pay period. Runs bi-weekly time and attendance reports and reports to managers. Runs assigned reports, communicating to the managers on errors in the timekeeping system. Prepares administrative reports related to departmental activities and utilization of staff in assigned department(s).

• Adds or edits schedules making sure that the schedule appropriately reflects the actual start and stop time and making sure that FTE requirements are met. Uses the electronic scheduling system program to forecast daily staffing requirements using variable staffing plans. Balancing the schedule for staff on a daily basis.  Adjusts staffing assignments on a daily basis as directed by manager. Updates staffing plan, utilizing personnel to flex staffing to meet forecast requirements. Notifies all relevant stakeholders of changes to assignments (ex. calling staff in and calling staff off based on census and acuity needs). Places employee patterns as needed. Keeps track of CSI shifts. Coordinates requests for clinical personnel throughout assigned units. Schedules and coordinates the placement of all clinical personnel throughout assigned departments.

• Primary timekeeper for assigned department(s). Uses the electronic timekeeping system program. Maintains and monitors paid time off (PTO) requests and attendance calendars. Prepares special pay requests and performs appropriate labor transfers. May coordinates timekeeping and requests for IRP and travelers.  Schedules and coordinates the placement of personnel throughout Prisma Health.  Assists with the electronic scheduling and timekeeping system program development and maintenance. Works with managers throughout the pay period to correct tine reporting errors. 

• Responsible for analyzing repayments due to over-payments or underpayments. Prepares all necessary documentation to comply with Payroll and IRS regulation and Prisma Health Policy.  Works closely with managers to ensure that the process has been completed and follows up to ensure complete repayment.  Approves system generated pay files. Responsible for maintaining the timekeeper security aspect of timekeeping system.

• Reviews timecards for employees that have been approved for secondary jobs/multiple positions and educates employees in timekeeping responsibilities and recording time in time and attendance system.

• Assists employees in understanding and interpreting pay stubs and how pay policies and governmental tax laws affect their check. Research questions and computations regarding gross pay, salary deductions, and retroactive pay.  Interprets and explains payroll policies and practices to employees.

• Meets with employees and managers. Answers telephone, routes call as appropriate, takes messages and responds to general inquiries. Establishes and maintains office files, e-mail distributions, records, and databases for tracking and communicating with new hires and current employees regarding department updates, annual mandatories, competencies, license renewals, etc.

• Coordinates the collection of data and maintains a daily call-log and weekly and monthly call-in reports.  Assists the manager with time and attendance and reporting for the employees, as needed. Opens and routes incoming mail within staffing office and to employees.

• Develops, implements and maintains record keeping and filing systems for the department. Performs clerical duties in support of specific department functions such as typing memos and reports, filing ext. Performs close for adjustment and manual check runs.

• Performs other duties as assigned.

Supervisory/Management Responsibilities

• This is a non-management job that will report to a supervisor, director or executive.

Minimum Requirements

• Education - High School Diploma or equivalent

• Experience - Two (2) years of related experience. Supervisory experience in healthcare related office setting preferred

In Lieu Of

• NA

Required Certifications, Registrations, Licenses

• NA

Knowledge, Skills and Abilities

• Mathematical skills

• Knowledge of office equipment (fax/copier)

• Proficient computer skills (word processing, spreadsheets, database, data entry)

• Knowledge of electronic scheduling/timekeeping system (currently used at Prisma Health) preferred

Work Shift

Variable (United States of America)

Location

Richland

Facility

1510 Richland Hospital

Department

15106501 Richland Central Staffing Office

Share your talent with us! Our vision is simple: to transform healthcare for the benefits of the communities we serve. The transformation of healthcare requires talented individuals in every role here at Prisma Health.