Staffing and Scheduling Coord

Job Summary

To create, coordinate and monitor the daily staffing and scheduling for all Inpatient Services departments using established staffing policies and guidelines. Coordinate payroll functions to ensure accuracy and timely compensation to employees according to established policies and procedures.

Minimum Qualifications

Minimum Education: High School Diploma or Equivalent
Minimum Years of Experience: 3 Years of Administrative Experience
Substitutable Education & Experience (Optional): 3 Years of Administrative Experience can be substituted for an Associate's Degree in a related field or 2 Years of Experience in Staffing, Scheduling, or Payroll 
Required Certifications/Licensure: None
Required Training: Must be proficient in computers and Microsoft Office solutions

Essential Functions

• Must demonstrate the following:
  • Proven time management skills.
  • Strong communication skills.
  • Strong mathematical skills.    
  • Perform well within a team-based environment.
  • Strong organizational skills.    
  • Sound judgment.
  • Proficiency and knowledge of Lexington Medical Center policies and guidelines concerning scheduling and payroll.                   
• Act as liaison between 300 to 500 Nursing staff members, Directors, Nurse Managers and Nursing Supervisors in relation to schedules, payroll or other issues.
• Must be available to work on a weekend rotation to assist the Nursing Supervisor with staffing as needed.
• Must be available to work weekend shifts as required to complete payroll due to banking holiday deadlines.
• Advise and update Directors, Nurse Managers and/or Nursing Supervisors as developments occur relating to staff issues or significant concerns.
• Monitor and enforce employee compliance to policies and procedures relating to schedules and payroll.
• Maintain and generate reports as requested by the Inpatient Services management staff.
• Responsible for orientation of new Nurse Managers in the use of UKG.
• Serve as a support to other UKG users within the organization.
• Assist with monthly schedules for designated inpatient floors to secure adequate coverage for vacant positions and requested time off. Must maintain appropriate staffing levels on a 24-hour basis according to administrative requirements.
• Monitor staffing daily to ensure that appropriate staffing numbers are achieved. Operate with a sense of urgency when calling all staff resources to make appropriate adjustments based on the daily acuity/census.
• Ensure that changes on the nursing supervisors’ daily staffing sheets are reflected in UKG. Changes need to be readily accessible for Quality Assurance purposes and to ensure accurate monthly operations reports.

Duties & Responsibilities

• Responsible for database management in UKG maintaining a high level of accuracy for budget and payroll purposes.
• Review daily time and attendance report on each employee for designated Inpatient Services departments. 
  • Verify scheduled hours and hours worked in UKG.
  • Verify shift differentials, call back and Lex Plan pay in order to detect and reconcile payroll discrepancies.  
  • Determine eligibility for bonus, calculate amount and compile report for Accounting.    
  • Research and respond to all daily payroll inquiries.    
  • Ensure that any payroll corrections/additions are completed by mandated Accounting deadlines.    
  • Identify individuals that have problems clocking correctly and provide them with instruction in the proper use of the time clock.  
  • Attend meetings and training sessions for new developments with UKG.
• Follow Service Excellence guidelines.
• Assist with creating and editing schedules for units following all hospital policies, procedures, and guidelines.
• Maintain daily maintenance of unit schedules within UKG.
• Contact available staff to best provide for unit care requirements utilizing available resources to fill open shifts.
• Prepare timecards for manager approval and payroll.
• Mobilizing staff for daily needs that surface less than 24 hours before the start of the shift (cancellation, floating, and management of unplanned shift vacancies)
• Effectively communicates with nurse managers, units and/or clinical supervisors on staffing changes or significant concerns.
• Generate various reports as requested by management staff.
• Balance and publish schedules at the end of the self-scheduling period to ensure all skill mixes are covered for unit efficiency; determine the vacancies for various roles in the department and post open shifts.
• Receive sick call notifications and manage unplanned shift vacancies; evaluate market staffing as a whole system to determine needs for recruiting associates for open shifts, leveraging technology to maximize inpatient resources with minimal fiscal impact to the hospital organization.
• Performs all other duties as assigned by authorized personnel or as may be required in an emergency (i.e. snow, ice, fire or disasters).