Nursing Resource Inpatient Scheduler

Summary:

Reporting to the Manager of Administration Operations for the Nursing Resource Center the Nursing Resource Inpatient Scheduler manages all aspects of staffing scheduling and payroll for all levels of staff in the nursing department. Organizes and prepares monthly schedules according to budget for patient volume identifying department-wide and unit specific deficits created by department vacancy as well as unanticipated absences. Makes arrangements for adequate coverage for each shift and proactively for future shift. Responsible for scheduling float and per diem staff and unit staff as necessary and within union contracts. The scheduling coordinator will also approve and schedule time off for employees. Enters employee information and work schedules vacation and changes into integrated time and attendance system. Processes nursing department payroll utilizing integrated time and attendance system validating all worked and non-worked hours to assure accuracy. Performs a variety of complex clerical functions which requires the use of judgement and knowledge of assigned Department�s systems and operations.

 

Responsibilities:

Prepare monthly work schedules and ensures compliance with company and industry labor requirements.

Following established criteria complete and review nursing department schedule to ensure that all work schedules/shifts are filled/covered.

Reviews and prepares payroll data for assigned departments including time sheets prior week adjustments off-cycle check requests and special pay forms

Ensures that payroll data is properly documented and authorized.

Reviews and edits payroll processing. Research questions pertaining to payroll and provides support to resolve payroll issues with department management. Provides continued communications and assistance in interpreting different pay policies and

Arrange coverage for unanticipated absences that occur after department schedule is complete (example - new leave of absence in department) assuring cost-effective solutions and appropriate staffing ratios are maintained. This is done by working with nursing department staff to change schedule and by utilizing per diem employees.

Utilize the integrated time and attendance system to report track schedule and record staff assignments payroll and attendance activities update employee information e.g. address hours verify licensure update credentials and retrieve data and generate a variety of management reports on such items.

Communicate with various nursing managers (Directors Clinical Managers Assistant clinical managers) to determine whether additional staffing is required and to refer problems needing intervention. Confer with nursing managers concerning Per-Diem and/or Float qualification requirements.

Update and distribute staffing and payroll reports. Identify open staffing slots due to sick calls time changes LOA�s vacations etc. not previously recorded into the system. Make calls to Per-Diem/Float staff members as appropriate to meet staffing needs.

Identify staff replacement contacted and determine qualifying pay status e.g. straight time time and one-half over 40 hours etc. Contact nursing unit management as necessary to investigate and resolve scheduling conflicts. Prepare and maintain related records of activities.

Schedule secretaries NAs nursing staff etc for classes training etc distributing and tracking mandatory education packets.

Understand the hospital�s personnel policies and procedures as well as our union contracts. Develops department schedules aligned with all policies and procedures.

Operate office equipment such as PC and applications calculator fax and photocopier etc.

May provide functional guidance to new employees regarding the payroll process nursing scheduling system department policies and procedures.

Perform other clerical activities such as daily paperwork filing maintaining and updating manuals preparing reports distributing payroll time sheets and payroll advice etc. 

 

Other information:

BASIC KNOWLEDGE:

A.S./A.D. in human resources business administration healthcare admin or a related field.

Ability to handle stressful situations and multiple demands in an effective manner and demonstrate organizational and problem-solving skills. 

Organizational skills to maintain departmental files records and statistical data.

Proficiency with Microsoft Office Suite and Workforce Management system applications.

Proficient typing and computer keyboard skills.

Interpersonal skills to effectively interact with a variety of hospital personnel.

Organizational and analytical ability to arrange schedule considering multiple criteria and priorities.

EXPERIENCE:

Two to three years progressively more responsible job-related experience in order to be familiar with most if not all departmental operations as well as the regulations associated with specialized functions.

WORK ENVIRONMENT AND PHYSICAL REQUIREMENTS:

 

Normal office environment with stressful conditions associated with meeting nursing department staffing schedule changes. May experience some visual fatigue associated with extended periods at a computer terminal.

INDEPENDENT ACTION:

Follows established policies and procedures under general supervision. Refers specific complex problems to the Manager of Administrative Operations for the Nursing Resource Center when clarification of departmental policies and procedures is required.

SUPERVISORY RESPONSIBILITY:

None.

 

Lifespan is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race color religion sex national origin age ethnicity sexual orientation ancestry genetics gender identity or expression disability protected veteran or marital status.   Lifespan is a VEVRAA Federal Contractor.

 

Location: Rhode Island Hospital USA:RI:Providence

 

Work Type: Full Time

 

Shift: Shift 1

 

Union: Non-Union