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Note: The compensation range(s) in the table below represent the base salaries for all positions at a given grade across the health system. Typically, a new hire can expect a starting salary somewhere in the lower part of the range. Actual salaries may vary by position and will be determined based on the candidate's relevant experience. No employee will be paid below the minimum of the range. Pay ranges are listed as hourly for non-exempt employees and based on assumed full time commitment for exempt employees.

Minimum - Midpoint - Maximum

$23.00 - $26.44 - $31.28

Summary:

The Staffing Coordinator is responsible for automated nurse staffing and scheduling programs for Nursing Services. Assists with budgetary and scheduling control systems necessary to support the master staffing plan. Acts as liaison between Nursing Services and Human Resource Department in position control. Works closely with Nursing Managers and the Director of Patient Care Services to ensure staffing practices remain current and reflect the needs of the patient population. Is responsible for Kronos timekeeping and biweekly payroll for nursing units. Works collaboratively with hospital staff. Assists Nurse Managers to maintain project deadlines, communication, and record keeping. Observe all health and safety requirements

Job Responsibilities:

**1)** Has knowledge of hospital/nursing staffing standards/scheduling requirements. Competency with Time Keeping System/Kronos keeps time cards up to date and prepares them for biweekly payroll. Prepares 24-hour staffing schedules to comply with budgeted staffing plans for the area(s). Posts schedules in accordance with the yearly timeline. Prepares daily staffing sheets for Managers and Nursing Supervisors. Review staffing needs daily with the Manager/designee/Supervisor to identify/resolve staffing problems. Discusses the need for scheduling change with the involved employee(s) prior to change; records change and communicates change to Manager. Resolves/shares employee scheduling questions/concerns with Managers. Documents cancellations, on-call status, and overtime use on the daily staffing plan. Distributes monthly Manager/Supervisor schedule to Switchboard Operator; notifies of scheduling changes. Meets with the Manager to discuss schedules and recruitment.

**2)** Maintains schedule for Per Diem (P.D.) workforce to provide staffing coverage for nursing units as requested by Manager: Maintains current roster of P.D. staff, including hours of availability. Communicate monthly, or as agreed upon, with all P.D. staff to determine availability. Contact all P.D. staff when a vacancy needs to be filled at least 2 weeks prior to the need. Exception: Daily call-in for illness/absence. Keeps Nursing Management aware of P.D. availability/fulfillment of P.D. commitments

**3)** Coordinates scheduling of vacation, holiday, education, and overtime hours to comply with standards and needs of nursing units: Reviews and seeks timely approval from appropriate Manager for employee scheduling requests for vacation, holiday, and education hours. Demonstrates working knowledge of hospital and nursing standards relating to vacation, holiday, education, and overtime scheduling. Assists Managers in exploring scheduling alternatives to minimize the need for overtime

**4)** Maintains legible records to reflect employee's worked hours, assignments, and scheduled non-worked hours: Maintains records of scheduled holidays, vacations, cancellations, and on-call hours to assure fairness when considering employee scheduling requests/questions. Assists Managers in utilizing staffing records when making decisions relating to shift cancellations and scheduling of overtime. Provides Supervisors with written instruction regarding evening, night, weekend, and holiday staffing plans. Reviews attendance records weekly; discusses excessive ill/absent time with Manager. Maintains an accurate, organized system of scheduling information/historical records. Assists manager, when requested, to keep accurate records relating to new hires/transfers/resignations/status changes are processed according to hospital standards

**5)** Collaborates with Managers to evaluate staffing and scheduling standards. Reviews, identifies the need for and recommends revision of standards that provide clear direction to nursing staff for staffing/scheduling expectations and practices. Interprets and communicates staffing standards to nursing staff, nursing management, and hospital staff.

**6)** Prepares staffing and related reports on a periodic basis for submission to the Director of Patient Care and/or Director of Human Resources and Managers. Provides data relating to staffing reporting to assist with the annual staffing budget for Nursing areas as requested by the Manager. Gathers, analyzes, and prepares reports related to nurse staffing requirements as requested by the Director of Patient Care.

**7)** Is familiar with all position responsibilities and performs them accurately and dependably, recognizing their importance and relationship to employee morale and patient safety. Assignments reflect completeness within the required timeframe and attention to detail. Sets priorities in work and separates emergency scheduling from regular workflow. Utilizes time constructively and organizes assignments for maximum productivity. Demonstrates flexibility and creativity in responding to staffing needs created by emergencies, scheduling changes, and adverse conditions. Demonstrates telephone etiquette. Contributes to Quality Assessment and Improvement activities as requested, e.g., monthly statistics. Tracks and reports data collection for quality measures.

**8)** **Communication:** Establishes/maintains relationships to reflect Service Excellence standards with nursing staff and members of the health care team. Assesses/recognizes the significance of effective verbal and non-verbal communication. Uses good judgment in screening or routing calls. Identifies and utilizes appropriate lines of authority within the organization. Anticipates/promptly reports any critical/unusual situation to the appropriate person. Maintains a positive rapport with all members of the hospital that is conducive to a pleasant work environment and efficient patient care. Promptly meets with employees or contacts them by telephone to discuss scheduling requests and fill unexpected staffing vacancies. Orients new staff to staffing standards and scheduling requirements. Meets with new nursing staff members to discuss dept. schedule and special needs.

**9)** Demonstrates accountability for continued development in the Staffing Coordinator role. Attends mandatory in-services per hospital policy, including annual competencies/educational programs, and completes safety modules to maintain current knowledge in practice. Identifies own learning needs; networks with peers to increase knowledge/share ideas. Attends and contributes to hospital activities and unit meetings. Records and distributes minutes of meetings attended

**10)** Orients and assists staffing coordinators and timekeepers in other areas as needed.

**11)** Reports to work as scheduled and on time. Avoids work-related injuries through the application of proper practice techniques. Adheres to Dress Code, including identification badge. Demonstrates respect for employee's rights by maintaining strict confidentiality and acting as an advocate. Complies with annual and/or other employee health requirements

**12)** Works with union population and ensures contract standards are met

**13)** Supports schedules for department managers

Required Work Experience:

3-5 years of staffing coordinator experience

Preferred Work Experience:

Previous staffing role

Skills and Competencies:

1) Proficient PC skills: Word, Excel, PowerPoint and Outlook

2) Creates spreadsheets and graphs

3) Ability to work with data of a statistical nature; proficiency in scheduling/Time Keeping system

4) Ability to make sound judgments

5) Ability to multi-task and prioritize in a fast-paced setting

6) Takes initiative in completing tasks

7) Strong work ethic/communications

8) Maintains confidentiality of all information

9) Strong interpersonal skills and telephone skills in dealing with peers and healthcare professionals

Education:

GED or HiSET (Required)

Certifications:

Basic Life Support Instructor - American Heart AssociationAmerican Heart AssociationAmerican Heart Association

Equal Employment Opportunity Employer

Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.