Onboarding and Scheduling Coordinator

Here at M Health Fairview, we're now seeking an Onboarding and Scheduling Specialist to join our Emergency Medical Services (EMS) team! Are you called to support your community? M Health Fairview Emergency Medical Services has been optimally meeting the needs of our community for more than 134 years. We do this by providing more than 60,000 calls annually using our innovative equipment. Our ambulance teams are staffed by some of the most expert Paramedics and EMTs in the region, helping to make M Health Fairview a leader in Minnesota for emergency and non-emergency ambulance service.

The Onboarding and Scheduling Specialist is responsible for all aspects of onboarding new M Health Fairview EMS employees as well as preparing and maintaining the scheduling and reporting system. This position will also assure effective planning and scheduling of educational and developmental opportunities for M Health Fairview EMS personnel and area education institutions.

This is a full-time position working Monday through Friday during the daytime hours at our St Paul, MN location. Weekends as needed. 

Job Expectations:

• Coordinates with Operational leadership and Talent Acquisition staff to determine recruitment needs.
• Creates and processes recruitment requests in system software.
• Schedules and conducts interviews with appropriate EMS applicants. Prepares and presents candidate recommendation summaries for EMS leadership.
• Completes onboarding process for all new employees including but not limited to establishing email, ID badge access, various IT application profiles, usernames and passwords.
• Schedules and communicates new employee orientation dates.
• Develops new employee welcome package.
• Assists new employees with uniform orders.
• Independently manages scheduling and reporting software to ensure all users have appropriate access and all information maintained in the database is up to date and correct.
• Develops and coordinates schedules for all areas of MHF EMS using approved scheduling software.
• Ensures all MHF EMS staff are properly trained and can demonstrate competence in the use of the scheduling and reporting software, including training all new hires.
• Frequently monitors daily staffing levels, communicates, and coordinates with department leaders and makes appropriate modifications to daily schedule to assure most effective deployment of resources to meet service commitments while maintaining credentialing requirements.
• Actively participates in creating and implementing staffing and deployment plan improvements.
• Attends Bi-monthly position control meetings to ensure accurate FTE counts, credentialing, and employee placement.
• Assist Operations Management staff with the development and implementation of scheduling policies.
• Reports problems / issues regarding overtime and absenteeism trends.
• Coordinates with MHF EMS Operations leadership to establish daily schedule to ensure resources are consistent with fluctuating run volumes.
• Provides daily staffing report and communicates to appropriate personnel.
• Coordinates attendance tracking and management with the support of operational leadership.
• Autonomously creates, develops, and maintains labor, staffing, and compliance reports.
• Maintain monthly casual employee list to ensure shift compliance.
• Tracks, monitors, and maintains FMLA, Workers Compensation, Leave of Absence, and Military Deployment orders for staffing needs.
• Maintains credentials for MHF EMS staff in scheduling software and ensures compliance of those working on a regular basis.
• Works to ensure proper notification of those approaching expiration is sent to leadership as well as employees.
• Ensures any expired certification is managed appropriately and employees are removed from schedules as needed, working with leadership to validate.
• Coordinates with MHF EMS education partners including, but not limited to Inver Hills College, Century College, Allied Medical Training, CVTC and MHF EMS Academy for the scheduling of EMT, Paramedic, and First Responder clinical precepting schedules.
• Will work with Partner students to schedule clinical shifts with MHF EMS preceptors and trainers as well as manage the appropriate FISDAP logs required by each partner school.
• Will be responsible for all student schedules as well as coordinating ancillary departmental ride-along to ensure both waiver compliance and availability.
• Coordinate New Hire Orientation schedules with FTO Supervisor to ensure appropriate training and credentialing process.
• Assists with shift bid planning to ensure proper placement of resources based on current FTE counts and business needs.
• Builds new shift template into approved scheduling software at the completion of shift bid.
• Maintains appropriate staffing including authorization of vacation, overtime, and critical shift bonus.
• Data entry and tracking: Enters employee information into MHF EMS Database. Daily data entry of Daily/Monthly Checklists, OT Forms and Sick/Late Reports.
• Assists Operations division administrative duties.
• Attends operations meetings as appropriate and necessary.

Preferred

Education

• Associate Degree

Experience

• EMS industry experience
• Scheduling and calendar management
• Knowledge of Microsoft Office products

Fairview offers a generous benefit package including but limited to medical, dental, vision plans, life insurance, short-term and long-term disability insurance, PTO and Sick and Safe Time, tuition reimbursement, retirement, early access to earned wages, and more! Please follow this link for additional information: https://www.fairview.org/careers/benefits/noncontract

An individual's pay rate within the posted range may be determined by various factors, including skills, knowledge, relevant education, experience, and market conditions. Additionally, our organization prioritizes pay equity and considers internal team equity when making any offer. Hiring at the maximum of the range is not typical.