Administrative Assistant Scheduler

SUMMARY: The Administrative Assistant Scheduler is responsible for creating a monthly CNA schedule and ensuring that each shift is staffed appropriately following local, state, and federal guidelines. Assist Executive Director with other needed task.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Using the current monthly set schedules in place the scheduler will edit to account for request time off, new hires placed on the schedule, and remove terminated employees. The schedule will be posted for CNAs five days prior to first day on schedule as outlined by the Collective Bargaining Agreement.
• The Scheduler will follow the current holiday rotation & add the new hires to rotation to ensure coverage for all shifts each holiday.
• Coordinate with Director of Nursing and Human Resources Director to request increasing staffing levels when necessary.
• Daily Assignment Sheets will be placed in glass case prior to start of the shifts to notify CNAs and other nursing staff of their assignment for that shift. The assignment sheets are to be updated as changes occur to keep records as accurate as possible.
• Direct Care/Nursing Staff Hour Sheets are to be completed for all direct care staff (RNs, LPNs & CNAs) based on scheduled hours and posted in an area visible to staff, residents or any visitors to the facility and then updated no later than the next day to show actual hours worked.
• Responsibilities will also include finding coverage for shifts due to call off and ensuring that shifts stay over until replacement arrives in the event of tardiness.
• In the event of a call-off every attempt should be made to avoid overtime. If this is unavoidable it may be necessary to get a volunteer from prior shift or notify the nurse supervisor or DON to mandate.
• If all other efforts have been exhausted the Scheduler will work as a floor CNA to cover the shift.
• Mandation Log must be kept up to date and followed in the event that a CNA will be forced to stay over due to call off. CNAs should be notified as soon as possible.
• Call offs and tardiness will be marked on the attendance sheets for each CNA and Human Resources will be notified when employees are falling below the attendance standards set forth in Collective Bargaining Agreement.
• Director of Nursing will be notified of illness reported by CNAs daily in order to keep up to date records of Staff Infection Log.
• Will be on-call for CNAs and notify the facility of changes to staff during a particular shift to keep everyone up to date on staffing concerns as they are occurring.
• Overtime hours/available shifts will be posted on a weekly basis to notify staff of open hours. Guidelines for overtime bidding by seniority as outlined in Collective Bargaining Agreement must be followed.
• Notifying Human Resources when there are shift vacancies in order to post in-house for those CNAs wanting to be moved to another shift.
• Updating the master schedule to reflect changes that will occur daily to keep records up to date.
• Responsible for keeping up to date scheduling records and filing prior day’s assignment sheets & direct care staffing hour’s sheets into the binders.
• Performs other duties as assigned.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements below are representative of the knowledge, skill, and/or ability required.

• CNA certification preferred, but not required.
• Must be at least 18 years of age.
• Long term care experience preferred.
• Current CPR certification required.
• Ability to read, write, speak and understand the English language
• Scheduling Experience in long-term care setting preferred
• Basic knowledge of Microsoft Excel, Word and Outlook.
• Ability to multi-task, quick-thinking and problem solving to resolve staffing needs as they arise.

PHYSICAL DEMANDS: The physical demands are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Required to sit, stand, bend and walk regularly; lift and/or move up to 100 pounds.
• Visual and auditory ability sufficient for written and verbal communication.
• The noise level in the work environment is usually moderate.