Ohio Nurses Association

Administrative Support

0.75 FTE, 10 Hour Day Shift

At Stanford Children's Health, we know world-renowned care begins with world-class caring. That's why we combine advanced technologies and breakthrough discoveries with family-centered care. It's why we provide our caregivers with continuing education and state-of-the-art facilities, like the newly remodeled Lucile Packard Children's Hospital Stanford. And it's why we need caring, committed people on our team - like you. Join us on our mission to heal humanity, one child and family at a time.

Job Summary

This paragraph summarizes the general nature, level and purpose of the job

Staffing Coordinators are assigned to the centralized nursing staffing offices of Lucile Packard Children's Hospital where, as assigned by management, they perform: 1) core functions of nurse staffing, scheduling, payroll, forms processing, and preparing reports for management; 2) assist Nurse/Patient Care Managers and Assistant Nurse/Patient Care Managers in one or more patient care areas by providing varied administrative support functions requiring confidentiality, discretion and tact; and 3) may be rotated between the central staffing/scheduling office and various inpatient units as needed to effectively provide such coverage. Strong emphasis on proactive problem resolution and needs assessment to efficiently manage staffing requirements and scheduling processes in collaboration with nursing management.

Essential Functions

The essential functions listed are typical examples of work performed by positions in this job classification. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks, and responsibilities. Employees may also perform other duties as assigned.

Employees must abide by all Joint Commission Requirements including but not limited to sensitivity to cultural diversity, patient care, patient rights and ethical treatment, safety and security of physical environments, emergency management, teamwork, respect for others, participation in ongoing education and training, communication and adherence to safety and quality programs, sustaining compliance with National Patient Safety Goals, and licensure and health screenings.

Must perform all duties and responsibilities in accordance with the Service Standards of the Hospital(s).

• Administrative Support: Performs varied and responsible administrative support work, as assigned by management, in direct support of assigned nursing units and their managers and/or assistant managers including, but not limited to, reception, answering and screening telephone calls, filing and maintaining records, composing documents, processing forms, distributing mail, requisitioning and distributing supplies, photocopying documents, scheduling and calendaring , etc.

• Payroll/Timekeeping: Processes Personnel Action Forms (PAF) for salary changes, promotions, transfers, resignations, leaves of absence, and any other changes in employee status or compensation. Interprets personnel and payroll policies and procedures for management and employees. Orient staff members to changes in and answers questions regarding time keeping policies and procedures. Checks and corrects timesheets for each unit, ensuring accurate recording of time and use of appropriate pay codes. Processes biweekly payroll for entire division, all interim checks, salary advances and adjustments, according to Payroll procedures to ensure timely and accurate paychecks for employees. Acts as a liaison with the Payroll Department for all payroll and timekeeping questions and problems.

• Policies and Procedures: Performs assigned daily staffing and scheduling functions to meet specific requirements of nursing units with the goal of safe patient care in accordance with nursing administration policies, standards and procedures as well as HR and Payroll policies and provisions of collective bargaining agreements.

• Regulatory Compliance & Record Keeping: Tracks, verifies and documents that nursing employees are current with respect to required licenses and certifications, competency documentation, other credentials, and Occupational Health and Health Stream requirements. Notifies employees and/or management, as appropriate, of renewal dates. Contacts appropriate outside agencies as needed to verify employees possess required credentials. Prepares and maintains personnel files for nursing staff.

• Reports: Provides managers with computer-generated reports from databases, staffing , scheduling and other software applications providing such information as patient volume and acuity levels, attendance, productivity and staffing rosters, employee demographics, leave balances and usage, etc.

• Scheduling: Develops computerized schedules for assigned nursing units based on established staffing patterns, policies, approved employee preferences, and manager's requests as well as to minimize overtime and other premium pay. Revises and adjusts unit schedules as needed in consultation with nurse managers. Consults with nurse managers and others regarding nurse staffing and scheduling needs, such as creating flexible staffing alternatives. Attends multiple daily "huddle" meetings with Patient Placement and Administrative Nursing Supervisor staff to plan for volume and census changes.

• Staffing: Reviews patient census and acuity information. Continually adjusts and allocates core, registry, float and relief nursing personnel to provide adequate coverage to clinics and inpatient areas to meet staffing requirements on a daily basis, including "just in time" staffing to address sick calls and other unscheduled absences. Assists with disaster/emergency preparedness planning and recording, including assisting in developing and implementing such contingency plans to ensure adequate staffing in the event of a major disaster or emergency.

• Tuition Reimbursement: Ensures tuition reimbursement forms are filled correctly, with appropriate supporting documentation attached, answers questions regarding tuition reimbursement policies and procedures, and provides nursing management with complete and processed tuition forms for approval.

Minimum Qualifications

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying.

Education: High school diploma or GED equivalent.

Experience: Three (3) years of progressively responsible and directly related work experience.

License/Certification: None

Knowledge, Skills, and Abilities

These are the observable and measurable attributes and skills required to perform successfully the essential functions of the job and are generally demonstrated through qualifying experience, education, or licensure/certification.

• Ability to gather, analyze and provide clear and concise information both verbally and in writing.

• Ability to learn and work within specific department/unit/agency office policies and procedures as well as to apply laws, rules, policies, or procedures affecting assigned work.

• Ability to maintain strict confidentiality of personnel records and patient information and to handle sensitive matters discreetly, understanding and applying HIPPA regulations, hospital and department policies and procedures.

• Ability to work effectively, exercise initiative, apply reason and judgment in prioritizing changing and/or conflicting tasks, work under pressure in a fast-paced setting, cope effectively with interruptions, and handle a high volume workload with accuracy and efficiency, and meet deadlines.

• Ability to work efficiently as a team member and establish and maintain cooperative and productive working relationships with all levels of medical, professional, administrative, and support personnel contacted in the course of work.

• Knowledge of and ability to use basic office equipment including photocopier, fax, 10-key, printer, telephone, and desktop computer and ability to maintain orderly and accurate files and records, including confidential and sensitive material, both electronic and hard copy, for ease of access and retrieval.

• Knowledge of and demonstrated proficiency in the use of computer applications, such as word processing, spreadsheet and/or database and ability to quickly learn and become proficient in using staffing and scheduling applications.

• Knowledge of medical terminology.

• Knowledge of or ability to quickly learn the staffing and scheduling system used by the hospital for nursing staff.

Physical Requirements and Working Conditions

The Physical Requirements and Working Conditions in which the job is typically performed are available from the Occupational Health Department. Reasonable accommodations will be made to enable individuals with disabilities to perform the essential functions of the job.

Equal Opportunity Employer

Lucile Packard Children's Hospital Stanford strongly values diversity and is committed to equal opportunity and non-discrimination in all of its policies and practices, including the area of employment. Accordingly, LPCH does not discriminate against any person on the basis of race, color, sex, sexual orientation or gender identity, religion, age, national or ethnic origin, political beliefs, marital status, medical condition, genetic information, veteran status, or disability, or the perception of any of the above. People of all genders, members of all racial and ethnic groups, people with disabilities, and veterans are encouraged to apply. Qualified applicants with criminal convictions will be considered after an individualized assessment of the conviction and the job requirements, and where applicable, in compliance with the San Francisco Fair Chance Ordinance.