Essential Function

Schedules all nursing and related clinical staff in designated patient care units in accordance with established procedures and staffing standards for CHI-FH. Enters and updates information in the enterprise-wide "One Staff" (or replacement) automated system to maintain accurate staffing schedules and related documentation. Work also includes maintaining the Master Staffing Plan which tracks staffing needs for a multiple-week timeline. Work includes adjusting schedules to meet changing conditions and employee availability.

Work involves maintaining constant awareness of changing conditions with potential to impact staffing needs for the work units. An incumbent maintains ongoing communication with work units to quickly identify and reassess ongoing staffing needs and to ensure that schedules are adjusted appropriately to meet demand in a timely, efficient and effective manner. Updated information is obtained in a variety of ways, including phone communication, e-mail, and physical rounds on the floors and/or reports.

Work is performed in accordance with established standards/guidelines that set forth the proportion of nursing staff to patients, with some judgment exercised matching employee competencies/skills to specific assignments. An incumbent is required to handle multiple interactions simultaneously, with the need to respond quickly to shifting staffing needs/priorities. Requires significant accuracy in maintaining and reconciling scheduling information.

This job exists in multiple locations, and while there may be minor differences in job content, they are not significant for classification purposes. Overall, the nature of the work and job requirements are consistent between locations.

Summary of Functions

• Develops and maintains 24-hour daily and Master Staffing Plan, producing timely shift-specific schedules to sustain optimum and cost-effective staffing levels for nursing-related jobs based on established guidelines for the appropriate mix/number of staff for a specific work unit.
• Receives/gathers data, on an ongoing basis, from work unit (e.g. House Supervisor, Charge RN) to forecast/validate staffing needs.
• Adjusts staff coverage, following established procedures or union contract provisions, in response to changes in patient census, patient acuity and/or over-staffing of work unit; maintains awareness of admissions, patient status upgrades/downgrades and changes in bed count needs/availability to identify impact on staffing needs and current schedule.
• Receives notification from employees who are looking for additional shifts or who are not able to report to work for assigned schedule (e.g. sick, FMLA, etc.); contacts unscheduled employees in the event of an actual or potential staffing shortfall; describes the specific need and asks employee to work; may negotiate shift swaps or other arrangements to encourage employees to accept shift.
• Contacts CHI- FH designated staffing Agency to make arrangements for daily or future temporary staff in response to identified needs.
• Keeps unit managers up-to-date on progress made towards meeting planned and unanticipated staffing requirements; ensures that manager receives timely notification of issues so that appropriate action can be taken.
• Validates and maintains documentation on staff and temporary staff in automated and hardcopy systems.
• Maintains staff files and employee database in automated staffing system, entering and updating information in a timely manner.
• Tracks personnel data on nursing staff including: sick time, LOA, OT, bonus data, military duty status, training/orientation, evaluation forms and/or annual update and related information.
• Keeps Agency/Traveler files up to date; enters/maintains data (e.g. personal, licensing/certification, assignment, hours worked, etc.) on temporary staff in automated staffing system.
• Verifies Agency use to validate that charges are accurate.
• Verifies employee license, credentialing; may monitor compliance and take employees off-schedule if they are non-compliant.
• Maintains hardcopy materials to reflect changes as they occur; produces and maintains updated staffing materials and makes available (e.g. Staffing Office, work units) for employees/management to reference; reconciles data in the system with information maintained manually on hardcopy reports.
• Researches specific time card discrepancies and reports to applicable unit manager for each applicable pay-period.
• Creates and distributes periodic reports based on information extracted from the staffing database.
• Prepares agency/traveler usage analyses.
• Produces current reports on staff placement, hours worked, overtime etc.

Work Experience Requirements

One year of related work experience, preferably in a healthcare setting.

Virginia Mason Franciscan Health has a rich history of providing exceptional healthcare, dating back to 1891. Building upon a legacy of compassionate care and innovation, our organization has evolved over the years through strategic partnerships and integrations to expand our reach and services across the Puget Sound area.

Today, as Virginia Mason Franciscan Health, we remain deeply committed to healing the whole person – body, mind, and spirit – in the communities we serve. This commitment is strengthened by the diverse expertise and shared values brought together through our growth.

Our dedicated providers offer a full spectrum of health care services, from routine wellness to complex disease management, all grounded in rigorous research and education. Our comprehensive network of 10 hospitals and nearly 300 care sites strategically located across the greater Puget Sound region reflects our ongoing commitment to accessibility and comprehensive care.

We are proud of our pioneering medical advances and numerous awards and accreditations that reflect our dedication to excellence. When you join Virginia Mason Franciscan Health, you become part of a team that delivers top-quality, professional healthcare in modern, well-equipped facilities, and contributes to a legacy of service built on collaboration and shared purpose.