Stafing Coordinator at Sinai Chicago – Chicago, Illinois

Position Purpose:

The SHS Staffing Resource Coordinator is responsible for maintaining staffing and scheduling information for designated clinical areas/departments.

Key Job Activities:

• Provides coordination for staffing resources for the respective patient care units as delegated in conjunction with department leadership in a responsive and proactive manner. Provides coordination for staffing resources to MSH and HCH from the SHS Float Pool.
• Maintains integrity of staffing documentation (electronic or paper) on all units on each shift at MSH and/or SHS Float Pool through systematic reviews and confirmation with unit leadership throughout the shift and prior to close of a pay period.
• Ensures staffing practices are consistent with guidelines established by the respective clinical area.
• Continually reassesses staffing needs throughout the shift to provide decision-support to unit leadership for cost-effective staffing decisions; may make staffing decisions in the case of an emergency.
• Anticipates supplemental staffing needs and secures additional staff as back up. Ensures appropriate administrative approvals prior to utilizing Overtime and/or Agency.
• Maintains records/documentation on 1:1 (sitter & care companion) care needs for patients. Monitors monitor the utilization of overtime for sitter cases and coordinate resources which are the most cost-effective.
• Establishes and maintains a system for providing appropriate software access and training for staffing/scheduling system: staff access and training, enters shifts and prints daily sheets.
• Records and provides additional documentation for call-ins through established mechanisms (paper and/or electronic) as appropriate. Ensures information is accurately and timely placed in the staffing/scheduling system for review by respective PCCs, Unit Managers, System Directors. time and attendance records updated every 2 weeks for MSH IHR Float Pool and SHS Float Pool.
• Ensures agency attendance is recorded by shift and unit and ensures timely entry of this data and subsequent report for Finance. Supports weekly submission of agency utilization reports to Finance.
• Processed in a timely and accurate manner, agency invoices on a weekly basis and in accordance with department documentation and performance standards.
• Supports the coordination of agency orientation process to appropriate hospital systems including obtaining passwords, profiles, required documentation, and confidentiality agreements.
• Responsible for maintaining agency staff personnel files in accordance with Hospital and JCAHO standards and supporting the maintenance of all personnel files for In-House Registry Staff (RN/LPN/CNA).
• Files and stores daily and monthly schedules and other reports as identified.
• Screens and monitors agency staff credentials and, in conjunction with clinical leadership, performance standards to ensure compliance with hospital standards.
• Provides for the timely and accurate processing of payroll for assigned areas and ensures consistency with applicable labor practices and related policies. Effectively communicates issues/patterns/trends to appropriate leadership staff.
• Supports the orientation of new personnel to the Hospital Operations Center and to related scheduling and pay practices.
• Appropriately engages the chain of command for resolution of issues/challenges as necessary.
• Compiles daily staffing information for each unit utilizing unit-based staffing sheets, e-shift reports, IHR schedules, and agency sheets. Performs quality control checks to confirm accuracy of the daily schedule at least 24–48 hours prior to shift. Proactively reconciles discrepancies and questions.
• Assists Unit Managers and System Directors in data gathering for any necessary reports.
• Communicates with Unit Directors regarding staffing supply/demand gaps.
• Reports discrepancies to Nursing Director, Support Services.
• Displays teamwork, interdependence, and assistance to peers and fellow caregivers in carrying out responsibilities.
• Maintains a proficient current skill base to sufficiently support staff scheduling and reporting systems to efficiently and effectively achieve corporate goals.
• Establishes and maintains excellent public relations communicating with stake holders and maintains confidentiality via telephone, in-person, and email communication.
• Appropriately engages chain of command for resolution of untoward practice.
• Maintains proficient computer software skill set Word, Excel and Access and other analytic software to sufficiently support developing reports/ tools that efficiently and effectively achieve corporate goals.
• Displays teamwork and assistance to peers and health care team members.
• Performs other duties as assigned.

Education and Work Experience:

• High School Diploma or GED
• 1-2 years prior to staffing in a healthcare setting or closely related experience
• 1-2 years prior payroll experience
• Two years’ prior experience working with computerized systems

Knowledge and Skills:

• Knowledge of computer hardware equipment and software applications relevant to work functions
• Knowledge of nursing unit functions and medical terminology
• Successfully complete mathematical calculations for decision-making purposes, reports, and schedules
• Demonstrated skill in use of multi-line phone, copy machine, fax machine, email, and internet
• Ability to prioritize work demands and work with minimal supervision
• Ability to evaluate, prioritize, and problem-solve in complex situations
• Ability to develop, organize, and maintain office systems (alphabetical filing, record keeping, etc.)
• Strong verbal and written communication skills
• High sensitivity to maintaining confidentiality about employee and patient information
• Ability to establish effective working relationships with other departments and personnel
• Ability to assist departments with Staff scheduling system

Certifications/Licenses:

• None