Staffing Coordinator

Job Summary / Purpose

The Staffing Coordinator for the CHI Saint Joseph Health Staffing Center is responsible for scheduling and deployment of contingency staffing to meet the patient care needs. The Coordinator will proactively identify staffing vacancies and work to identify a resolution. The Coordinator will be responsible for collecting data and running reports in the schedule software. Prepare data for management to present to stakeholders. The Coordinator is also responsible for time and attendance, ensuring proper pay practices is followed as defined per policy. This position will coordinate schedules for multiple facilities and act as the representative for designated routine matters. She/he must be able to function independently, organize, prioritize, work well under pressure and deal effectively with all levels within and outside of the organization.

Essential Functions

Communication:

• Consistently answers the telephones promptly and courteously.

• Effectively answers customers’ questions.

• Meets and greets the public in a friendly and professional manner.

• Establishes and maintains positive working relationships.

• Effectively works to resolve customer conflicts and complaints.

• Keep nurse managers informed of unfilled shifts and call-ins.

• Records and relays all messages accurately and timely.

• Sends and receives E-MAIL and facsimiles

Staffing/ Scheduling:

• Provides nurse managers with a plan sheet and assists in the perpetration of their four week schedule.

• Assigns and reassigns shifts utilizing all available resources.

• Enters schedule consistently and accurately in the scheduling system within unit specific timeframes.

• Maintains staffing sheets utilizing available resources, relating to staffing adjustments.

• Adheres to unit specific policies regarding Summer and Winter Holidays.

• Adheres to hospital specific policy in regards to call off staff during low census times.

• Adheres to standard work flow for shift workflow and procedures.

• Edits staffing and enters data in scheduling system following standard work ensuring accuracy.

• Reviews all schedules and alerts nurse manager to critical staffing needs.

• Validates current census and staffing adjustments with clinical contacts utilizing staffing software.

• Reviews house- wide staffing and prepares tentative staffing for clinical contact to review and approve.

• Follows escalation procedures for day- of- staffing issues or critical staffing needs situations.

• Performs day- of and proactive recruitment calls to all core and contingent clinical staff.

• Review final schedules and provide recommendation to managers and schedulers.

• Monitor open shift scheduling to ensure appropriate coverage and deployment.

Information Management:

• Utilizes the staffing matrix as a guideline when making staffing decisions and adjusts staffing accordingly.

• Consistently maintains & keys daily changes in the scheduling system- in a timely manner.

• Consistently completes and send the shift staffing summary report at established times with no errors.

• Consistently maintains the low census data log & discrepancy log, follows through appropriately.

• Effectively works to resolve customer conflicts and complaints.

• Consistently documents on any applicable phone log as needed.

• Accepts all staffing absence calls with real time data entry into the scheduling system.

• Report to Executive leadership on effectiveness of schedule creation and status of upcoming staffing.

• Run routine reports in order to identify gaps in staffing and ensure staffing best practices.

Budget:

• Staff units according to their staffing matrix, flexing staff when appropriate.

• Demonstrates fiscal responsibility, ensuring that units are staffed based on correct utilization of matrix.

• Consistently monitors unit staffing to avoid staffing overages.

• Consistently enters accurate data in employee timecard to prevent error in payroll.

Payroll:

• Consistently follows payroll practices and guidelines as relates to Kronos and Smart Square.

• Follow up with appropriate managers to ensure that all payroll changes are correct if applicable.

The job summary and responsibilities listed above are designed to indicate the general nature of the work performed within this job. They are not designed to contain or be interpreted as a comprehensive inventory of all job responsibilities required of employees assigned to this job. Employees may be required to perform other duties as assigned.

Education and Experience

• High School Graduate or GED 

• 4 years of applicable experience without a Bachelor’s Degree

• 2 years of applicable experience with a Bachelor’s Degree.

• Minimum 2 years acute care setting

Welcome to Saint Joseph Hospital, a 433-bed hospital founded in 1877 by the Sisters of Charity of Nazareth as the first hospital in Lexington, Kentucky. Led by Sister Euphrasia Stafford, the mission to provide compassionate care to the underserved is still carried out today. Saint Joseph Hospital holds over two dozen national ranks and recognitions and is recognized as a 2024 Best Place to Work in Kentucky. 

Saint Joseph is part of CommonSpirit Health, a non-profit, Catholic health system dedicated to advancing health for all people. With approximately 175,000 employees and 25,000 physicians and advanced practice clinicians. 

Our commitment to serve the common good is delivered through the dedicated work of thousands of physicians, advanced practice clinicians, nurses, and staff; through clinical excellence delivered across a system of 140 hospitals and more than 2,200 care centers serving 24 states.