Description

*SUMMARY: *Assumes responsibility for and participates in all phases of the Nursing

Department scheduling system in order to maintain the day-to-day

operations of the staffing office that reflects excellence in organizational

and communication skills. Participates as an editor in the payroll system to

ensure accuracy of staff time cards.

RESPONSIBILITIES AND STANDARDS

Responsibility I- Staffing Office Activities

1. Coordinates and reviews the ANSOS computer schedule system for each nursing unit with the

unit master schedule, then updates the daily profile sheets for efficiency and accuracy.

Updates and reports discrepancies in the schedule to the Nurse Manager of the unit and the

Staffing office Supervisor.

1.1 Maintains and prepares daily staffing worksheets for each shift and updates for accuracy.

1.2 Prints daily worksheets, generating sheets 5 days in the future to anticipate staffing needs.

1.3 Contacts staff and Per Diem RN’s, LPN’s, NA’s and USY’s to cover vacancies, sick calls

and vacations. Records on the staffing call log sheet, assigning to appropriate unit.

1.4 Completes accurate assigning of all staff including MOT as reflected on profile sheets and

enters this into ANSOS System.

1.5 Tabulates census per unit per shift and enters into workload data of the ANSOS System.

1.6 Utilizes the Totals census on all units and enters on the daily worksheet for each shift.

1.7 Enters four-week time cycles of the Nursing units and addresses discrepancies with the

Nurse Manager.

1.8 Assists Staffing Manager/Administrative Nurse Manager in placement of qualified staff to

appropriate units.

Responsibility II

2. Coordinates and updates the staffing process to reflect changes in the scheduling system.

2.1 Maintains LOA grid and updates as necessary.

2.2 Maintains and updates 1199 mandatory overtime list of nursing assistants and unit

secretaries.

2.3 Generates biweekly process of accurate scheduling of Code Stat list and distributes to all

nursing units.

2.4 Maintains office supplies on a regular basis to ensure adequate inventory.

2.5 Distributes payroll checks to individuals in the nursing department as necessary.

2.6 Types, files and copies as directed by the Director of Nursing Resources and

Administrative Nurse Managers.

Responsibility III- Nursing Unit Resource Support

3. Collaborates with Managers/Clinical Coordinators regarding monthly schedules.

3.1 Generates daily schedule for each nursing unit for manager to review.

3.2 Projects staffing needs for the month and week, makes calls to cover vacancies

3.3 Enters staffing and time card changes in the ANSOS system and the API system daily.

Checks and edits all time clocking for accuracy on a daily basis.

3.4 Prints monthly schedules for each unit in the format requested by Nursing

Manager/Clinical Coordinator.

3.5 Assists in the calculation and tabulation of monthly mandatory overtime and dependability

data for each unit.

Responsibility IV

4. Administers and maintains the Nursing Department ANSOS System.

4.1 Demonstrates knowledge of nursing units’ position control report to assist in assigning

DCPOS position numbers to all new employees and interdepartmental transfers as

requested by Director of Nursing Resources.

4.2 Assists in completing data entry of all new hires into controller module of the ANSOS

System.

4.3 Logs and enters monthly license expiration and certification information and follow up to

ensure all licenses and certifications are accurate.

4.4 Enters all approved annual vacations in the long-term request section for the controller

module for all nursing staff.

4.5 Maintains status changes of nursing staff in the ANSOS System.

Responsibility V

5. Maintains appropriate communication information according to department and hospital goals

and policy.

5.1 Screens and refers all incoming telephone calls and ensures that accurate and timely

communication is facilitated and that the department/hospital is presented in a positive

and courteous manner.

5.2 Answers telephone in a timely and courteous manner, identifying self and department at

all times.

5.3 Records accurate information regarding staffing schedules and enters into the scheduling

system.

5.4 Responds promptly and accurately to staffing inquiries, and based upon personal

knowledge routes to appropriate department/manager.

Responsibility VI

6. Promotes a safe and efficient working environment by adhering to hospital and departmental

policies and procedures.

6.1 Adheres to Infection Control and Quality Assurance Policies and Procedures at all times.

6.2 Maintains appearance of work areas according to department standards at all times.

6.3 Adheres to all safety regulations reporting any variances to supervisor immediately.

6.4 Attends and actively participates in all in-services as required.

6.5 Reports immediately all incidents, irregularities, unsafe conditions, equipment, and/or

unusual occurrences to supervisor.

Responsibility VII

7. Customer Service: Adheres to the VBMC SPIRIT principles 100% of the time.

7.1 Displays a caring and courteous attitude and represents the medical center in a positive

manner.

7.2 Promotes and contributes positively to intra-departmental and inter-departmental

relationships.

7.3 Maintains the confidentiality of employees and departmental information.

7.4 Adheres to departmental and medical center dress codes and wears a VBMC picture

identification badge, 100% of the time.

7.5 Demonstrates willingness to assist co-workers and/or to accept additional assignments as

requested to support organizational needs.

7.6 Responds to all requests for information and assists in a timely and courteous manner.

7.7 Demonstrates a high level of mental and emotional tolerance and even temperament when

dealing with people; uses tact, sensitivity and sound judgment at all times

JOB QUALIFICATIONS:

Education: One (1) year of college or specialized post high school training in

computers/secretarial skills.

Experience: Requires a minimum of one and up to three years of experience, which require

secretarial/computer and interpersonal skills. Good working knowledge of office

equipment and Microsoft applications.

License: N/A

Working Conditions:

Manual: Little or no manual skills/motor coord & finger dexterity

Occupational: Little or no potential for occupational risk

Physical Effort: Sedentary/light effort. May exert up to 10 lbs. force

Physical Environment: Generally pleasant working conditions

Company: Vassar Brothers Medical Center

Org Unit: 1905

Department: Nursing Staff Office

Exempt: No

Salary Range: $17.07 - $32.47 Hourly

We are an equal opportunity employer

Qualified applicants are considered for positions and are evaluated without regard to mental or physical disability, race, color, religion, gender, national origin, age, genetic information, military or veteran status, sexual orientation, marital status or any other classification protected under applicable Federal, State or Local law.

We will endeavor to make a reasonable accommodation to the known physical or mental limitations of a qualified applicant with a disability unless the accommodation would impose an undue hardship on the operation or our business. If you believe you require such assistance to complete this form or to participate in an interview, please contact Human Resources at 203-739-7330 (for reasonable accommodation requests only). Please provide all information requested to ensure that you are considered for current or future opportunities.