Centralized Staffing/Admin Coordinator:
CHOP

16665-en_US
CHOP
Philadelphia Pennsylvania
Healthcare
Description

Job Summary

Responsible for managing/supporting daily operations of the department of nursing:  build, manage, and execute schedules in Kronos; manage day to day staffing needs for department of nursing through Kronos and OptiLink; budget monitoring and processing RN overtime requests for all inpatient nursing departments.  Responsible for the oversight and effective operations of all clerical support activities:  payroll, human resources records processing and management, provides reports and administrative/secretarial support as directed.  Requires considerable initiative and ability to work autonomously.  Excellent communication skills and independent judgement are essential.

Job Responsibilities

Supports the build, management and execution of all staff schedules in Kronos system (75% of time).

  • Serves as the timekeeper for STAR payroll system.
  • Opens and closes schedules, provides open shift availability to team.
  • Clearly communicates with staff on opening/closing of graphs.
  • Reviews and revises scheduling guidelines in conjunction with nursing leadership according to department policies and hospital standards.
  • Develops unit schedule for Float Pool, SWAT, Nurse Residents, SNA, IPC, Psych Tech, Sitter, Nurse Tech staff.  Adheres to the unit and department guidelines for scheduling.
  • Balances graph, ensures specialty roles on each shift such as lead etc.  Monitors PPL time as a whole to balance the graph.
  • Corresponds with staff regarding the schedule and requests.
  • Creates and maintains summer vacation calendar.
  • Monitors holiday wish lists/switches.
  • Monitors staff schedules including being the contact person for requesting of days off, vacations and switches.
  • Regularly participates in hospital wide-scheduler meetings.
  • Partners with leadership on daily operations of the schedule.

 

Works with leaders to support adequate staffing throughout the Nursing Department utilizing the scheduling systems.

  • Reviews CSO staff scheduled for the day.
  • Sends necessary communications to unit.
  • Uses resources in Kronos and OptiLink to determine requested staffing needs throughout the hospital.
  • Follows guidelines for determining appropriate staff assignments in consultation with the nursing operations leader.
  • Assigns all staff in Kronos, coordinates reassignment of staff throughout the department as necessary.
  • Receives all sick calls for inpatient nursing and notifies unit of call outs, enters appropriate pay codes into Kronos, including comments for GI as necessary.
  • Makes adjustments during the shift to move personnel from one unit to another in response to patient care needs.
  • Manages OT costs and cancels staff as needed based on department of nursing and HR policies and procedures.
  • Facilitates the integration of data, information and knowledge to support nursing administration in appropriate decision making.

Job Responsibilities (Continued)

Manages the department of nursing RN above status/overtime and requests for extra time through CSO for all staff following department of nursing and HR policies and procedures.

  • Reviews open shift requests in Kronos daily for all directed departments, approves, refuses requests.
  • Manages requests through the CSO Scheduling mailbox daily for all department of nursing staff who wish to pick up additional time with CSO.
  • Reviews requests to cancel above status, overtime or extra time through CSO, enters appropriate pay codes and ensures a cancelled shift is added back to the departments open shift list so their needs can be filled.
  • Fields phone calls regarding scheduling questions related to above status, overtime, or extra time and directs caller appropriately.
  • Manages the department administrative and clerical functions including customer reception where needed.
  • Develops and maintains a supportive relationship with other departments in order to promote teamwork, emphasize quality and extraordinary service and promote learning.
  • Ensures adequate and timely response to all requests for information and service by customers that present in person, by telephone, or email.
  • Serves as a liaison and problem solver for departmental customers as relates to operational/service needs.
  • Answers telephones, screens calls, route callers, take messages, and provides routine information to callers promptly and courteously.
  • Assists with new staff onboarding and orientation as directed.

 

Communication

  • Creates and maintains an environment where staff feels values, appreciated, and recognized.
  • Supports an environment, treats staff with respect and dignity in conjunction with CHOP’s core values.
  • Directly communicates with staff via email and phone in a clear, friendly, and professional manner.
  • Assesses problems that arise, developing solution/options before escalating to manager.
  • Communicates appropriately at multiple levels ranging from student to senior leadership.

 

Reporting

  • Ad-hoc reporting:  Provides reports as requested by nursing administration for staffing and scheduling.
  • OptiLink monthly reports.
  • Incident Tracking:  UPPL, Missed Swipes & Late Reports.
  • Generates reports, tables and graphs upon request.
  • Performs other duties as assigned by department leadership Participates in administrative meetings and projects as necessary.
  • Participates in education/training of staffing/scheduling systems.
  • Schedules and provides demonstrations and/or training sessions on assigned applications to staffing personnel.
  • Adheres to the Scope and Standards of Nursing Practice providing clinical expertise and advisement for staffing and scheduling functions.

Job Responsibilities (Continued)

Required Licenses, Certifications, Registrations

Required Education and Experience

Required Education: High School/GED.

 

Required Experience: Minimum of 2 years of related work experience.

Preferred Education, Experience & Cert/Lic

Preferred Education: Bachelor’s Degree in clinical informatics, sciences, math, statistics, healthcare management or other healthcare related degree.

 

Preferred Experience: Experience with Kronos.

Additional Technical Requirements

  • Knowledge and ability to use Microsoft Applications (Outlook, Word, Excel, PowerPoint, etc.)
  • Ability to handle confidential materials and matter, strong ethical conduct
  • Ability to work under stress and handle multiple tasks and priorities
  • Ability to learn and operate multiple technology software
  • Ability to promote cooperation between individuals and departments to provide best systems for care and customer service
  • Excellent interpersonal, organizational and communication (written and verbal) skills
  • Ability to demonstrate initiative, sound judgement and autonomy in all work
  • Ability to follow department policies

Basic Qualifications
Requirement