What are the responsibilities and job description for the Staffing Specialist position at Mary Greeley Medical Center?
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Position Summary
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Under general supervision, using independent judgement, provides clerical, payroll, and scheduling support to nurse managers and inpatient units. Maintains close collaboration with nurse managers and lead nurses regarding schedule needs and processes. Works closely with nurse managers, unit leads and house supervisors regarding float assignments and Nursing Support Team member assignments. Collaborates with mangers to work on coverage of available open shifts.
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Position Responsibilities
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Unit Specific Position Responsibilities- Provides clerical support to nurse managers including Kronos review and approval, data entry, filing as requested, quality reports and audits.
- Orders supplies for department. Places print shop orders for the department.
- Collaborates with managers, nursing departments and house supervisors to understand staffing needs.
- Coordinates and communicates with nursing departments, team members and house supervisors to identify options to ensure appropriate staffing.
- Demonstrates initiative to improve quality and customer service by striving to exceed customer expectations.
- Works closely with nursing directors, nurse managers and human supervisors to ensure appropriate record of team member attendance.
- Maintains schedule build for managers in the KRONOS software staffing system.
- Assists team members with use of KRONOS software staffing system. Reviews and ensures schedules are balanced, FTE is worked, and requirements are adhered to.
- Responsible for data entry of team member profiles and ongoing maintenance.
- In collaboration with managers, uses unit matrix, core staffing, and balancing grids to ensure adequate staffing is in place on inpatient units.
- Assists with daily staffing needs and completes schedule updates for inpatient assignments and specialized training. Coordinates ongoing open shift management.
- Oversees entry of position control documents for assigned units.
- Has oversight of patient care staff education for proper clocking and hour reporting.
- Assists in preparing reports as requested.
- Monitors early clock-ins, overtime and no lunches and shares information with manager.
- Verifies tracking of team member leave of absence, reduced workload and float hours.
- Verifies travel agency timecards with schedules and Kronos for accuracy and submits to manager for approval.
- Special projects as required by the department.
- Must maintain confidentiality of information.
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Qualifications, Knowledge & Experience
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Required Qualifications (Including any licensure, certification, education):
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High school graduate or GED equivalent.
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Organizational Requirements:
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Maintain stroke education per regulatory requirements.
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Preferred Qualifications:
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Experience with Microsoft PowerPoint, Microsoft Word, Microsoft Excel, Kronos
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Associate or higher degree preferred.
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Required Knowledge, Skills & Experience:
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Writes, reads, comprehends and speaks fluent English.
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Basic computer knowledge using word processing, spreadsheet, email, and web browser.
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Multicultural sensitivity
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Critical thinking skills using independent judgment in making decisions.
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Demonstrates initiative to improve quality and customer service by striving to exceed customer expectations.
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Manages priorities and deadlines and demonstrates attention to detail.
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Collaborates well with multidisciplinary team members and demonstrates excellent communication skills and professional interactions with leadership.
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Maintains proficiency in knowledge of software programs, including Microsoft Word, PowerPoint, Excel, E-mail and others as requested.
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Maintains proficiency in knowledge of ANSOS software staffing system.
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Use of usual and customary equipment used to perform essential functions of the position.
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Preferred Knowledge, Skills & Experience:
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Requires the completion of an advanced secretarial course or a minimum of two years of previous experience including basic computer skills with Microsoft Office programs including MS Word and Excel. 1 year of secretarial or clerical experience.
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