Centralized Staffing and Scheduling Lead

Primary Function/General Purpose of Position

The Staffing & Scheduling Team Lead effectively leads associates in the central staffing & scheduling department, assists with cross training and education, and is a point person for questions and matters needing escalation.  This is a working lead role, where the individual also performs scheduling, staffing, and timekeeping responsibilities. This includes creating and editing schedules to filling open shifts, timecard management, as well as mobilizing staff for daily needs that surface less than 24 hours before the start of a shift (cancellation, flexing, floating, and management of unplanned shift vacancies, as well as daily maintenance of unit/department schedules).  This role utilizes an electronic staffing system platform and requires strong communication with multiple stakeholders and leaders, in addition to within the Resource Optimization Center (ROC) team

Essential Job Functions

• Effectively leads associates in the staffing & scheduling department and develops/assists with training and education.
• Provides leadership in staff scheduling, cost containment, and working relationships.
• Provides reports as needed to the office manager. Follows the scheduling policy and utilizes troubleshooting skills to resolve patient scheduling issues/conflicts. Ensures others are in alignment with following established process and procedures.
• Create and edit schedules for nursing departments into the electronic scheduling system following all hospital policies, procedures, and guidelines.  Assign specialty roles particular to each unit’s operational needs.
• Prepares accurate daily and/or shift work schedules, which reflect forecasted needs in collaboration with nurse managers.
• Approve or deny all schedule requests based on skill mix and needs of the unit, with communication to unit managers as appropriate.
• Balance and publish schedules at the end of the self-scheduling period to ensure all skill mixes are covered for unit efficiency; determine the vacancy rate for the various roles in the department and post incentive shifts in accordance with the incentive policy for the ministry.
• Adjusts schedule to accommodate needs through acquiring additional personnel or reducing scheduled staff. Contacts available staff to best provide for unit care requirements utilizing available resources to fill open shifts.
• Within 24 hours of shift time determine complex department staffing needs and arrange appropriate coverage in the technology and communicate to the units.
• Receive sick call notifications and manage unplanned shift vacancies; evaluate market staffing as a whole system to determine needs for recruiting associates for open shifts, leveraging technology to maximize inpatient resources with minimal fiscal impact to the hospital organization.
• Maintain daily maintenance of unit/department schedules within the electronic staffing system. Effectively communicates critical or immediate staffing needs to nurse manager or their designee.
• Approve or deny all timecard requests with attestations, with communication to unit managers as appropriate.
• Assists with allocation of agency resources and other duties as assigned pertaining to contract labor.

This document is not an exhaustive list of all responsibilities, skills, duties, requirements, or working conditions associated with the job. Employees may be required to perform other job-related duties as required by their supervisor, subject to reasonable accommodation.

Licensing/Certification

None

Education

Associates Degree in Business, Data Management, or Related Field (preferred)

Work Experience

3 years of experience with staffing/scheduling software in a 24/7 healthcare setting (required)