Staffing Assistant

Major Responsibilities:
Coordinates staffing needs under the direction of the Mgr Central Staffing Office
1)Coordinates allocation of staffing to meet the hospital’s staffing needs under the direction of the Mgr Central Staffing Office and in collaboration with Administrative Supervisors.

2)Maintains all aspects of Clinical Resource Unit (“CRU”) nurse, PCIA, Care Companion and Agency nurse scheduling, assignment, including securing shift availability to meet the needs of the units.

3)Works directly with the CRU Associate to obtain shift availability for future shifts and unanticipated last minute shift coverage. Works to recruit CRU staffing to cover absences due to FMLA, vacancy, termination.

4)Assures that all CRU available shifts as well as unit based personnel offering extra shifts outside their home unit are promptly input into AdvocateWorks accurately.

5)Promptly receives and follows through on staffing requests and notifications received in person, by phone or those sent electronically to the Nursing Resource Office (NRO) through the generic NRO email address. The information received is thoroughly documented and accurately processed. Maintains accurate, timely documentation of staffing assignments, changes, call-ins, and other duties as assigned. Responds promptly to the requests to fill. Assigns the available staff to meet the unit needs.

6)Promptly receives and records all call-ins into AdvocateWorks and immediately works to provide staffing coverage from the CRU under the direction of the Mgr Central Staffing Office or the Administrative Supervisor on the off-shifts and weekend shifts. The Staffing Assistant assures that the Associate’s home unit has been notified.

7)Assists with the maintenance of payroll records for the NRO office, develops and distributes time reports to Managers from AdvocateWorks documenting tardies, call offs, overtime and assignment of their unit personnel.

9)Responsible for all aspects of outside Agency nurse scheduling/staffing/sign-in/ credential verification/evaluation per IDPH, CMS and DNV standards. Orientation and documentation of new Agency personnel.

10)Provides staffing data as requested by Nurse Managers. Partners with the Emergency Department and Unit Managers to provide Care Companions for appropriate patients.

8)Maintains current credential files for all CRU personnel and outside agency nurses, including but not limited to (as appropriate) up to date Illinois Nursing practice license, CPR, orientation checklists, skills checklists, and evaluation forms. Record daily Agency nurse evaluations. Refers issues related to policy and standards to the Mgr Central Staffing Office and clinical or safety issues are referred to the Director or designee.

Coordinates Care Companion/Staffing Office schedules.
1)Receives Care Companion employee availability.

2)Creates and maintains monthly and daily schedules.

3)Participates in self-scheduling.

4)Responsible for the daily 24 hour coverage in the Staffing Office.

5)Accepts and documents PCIAs (Patient Care Information Associates) availability of extra shifts as Care Companions.

Assists MCO-Support with maintenance of scheduling/payroll records for Care Companions, Agency personnel, and ACMC Associates
1)Documents call-ins and tardies for Nursing Resource Office and Care Companions on schedule.

2)Maintains accurate computerized Care Companion Confirmation Sheets.

3)Maintains Agency sign-in sheets.

4)Assists with Report Xpress as designated by Director.

5)Documentation provided to Department Managers regarding cancels, tardies, overtime and assignment of their unit personnel.

6)Enters schedule assignments of Care Companions, PCIAs and Agency personnel to the unit schedule in AdvocateWorks.

Assists with achieving internal and external customer satisfaction
1)Answers telephone and refers calls to appropriate person or department, or takes messages.

2)Greets and directs visitors.

3)Promotes patient safety by reporting of issues through established channels and participating as requested in safety initiatives.

Assists with function and maintenance of the Staffing Office.
1)Fax and copier machine troubleshooting.

2)Assists Care Companions and Agency personnel with computer programs.

3)Maintains supplies in the CRU.

4)Responsible for creation and distribution of the daily staffing report, sitter cases report to Director.

5)Other duties as assigned.

Education/Experience Required:
College degree preferred. High school education or equivalent. One year experience in a nursing staffing office or similar setting. Experience with scheduling supplemental staff required.

Knowledge, Skills & Abilities Required:
Strong organizational skills required. Experience with AdvocateWorks preferred. 1 year of Computer experience. Must indicate enthusiasm for computer operations. Good communication skills. Excellent customer relations skills. Effective conflict resolution skills. Proficient in computer/keyboard skills.
Does not apply.

Physical Requirements and Working Conditions:
Required to work weekends, off-shifts, and holidays. Ability to flex hours based on department needs. Ability to cover all 3 shifts for absences and vacations. Clerical office environment High stress due to pressures of meeting staffing needs and deadlines. Required to cross train within the Nursing Office. Demands which required walking, sitting, standing, bending, lifting throughout the day.
N/A

This job description indicates the general nature and level of work expected of the incumbent. It is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities required of the incumbent. Incumbent may be required to perform other related duties.