Workforce Coordinator

JOB DESCRIPTION

JOB TITLE: Workforce Coordinator

REPORTS TO: Human Resources Manager

DEPARTMENT: Administration

Purpose:

To ensure adequate and appropriate staffing of the facility nursing department to meet the needs of the residents based on budget, census, and as may be directed by facility administration. This position will also assist in providing supplies and equipment in an efficient manner, in accordance with current applicable federal, state, and local standards, guidelines and regulations, and as may be directed by the administrator, to assure that the highest degree of quality resident care can be maintained at all times.

Qualifications:

• Must be able to read, write, speak, and understand the English language.

• Must possess the ability to make independent decisions when circumstances warrant such action.

• Must possess the ability to deal tactfully with personnel, residents, family members, visitors, government agencies/personnel, and the general public.

• Experience with staffing and preparing work schedules.

• At least one year of previous healthcare scheduling experience preferred.

• Previous experience processing payroll preferred.

• Must be knowledgeable of supply practices, procedures, and guidelines.

• Must possess the ability to minimize waste of supplies, misuse of equipment, etc.

• Must possess the ability to seek out new methods and principles and be willing to incorporate them into existing practices.

• Be able to follow written and oral instructions.

• Be knowledgeable in computers, data input/retrieval and output.

• Must be able to relate information concerning a resident’s condition.

• Software knowledge - Outlook, Excel, Word, Scheduling and Timekeeping software.

Essential Job Functions: Responsibilities include but are not limited to the following:

Administrative Functions

Staffing Duties

• Complete monthly nursing schedule to ensure appropriate coverage of units.

• Secures coverage for vacant shifts due to call-outs, vacations, and /or other absences to meet daily PPD requirements.

• Completes Daily Nursing staffing sheets and calculates nursing hours to meet PPD requirements.

• Work with Human Resource Manager and DON when scheduling modified work duty employees in accordance with work restrictions and facility policy.

• Maintains current log of employee requests for special scheduling considerations.

• Responsible for the accuracy and completion of the state staffing PPD reporting log.

• Assist employees in accurate completion of forms (i.e., leave and day off requests, miss punch sheets, etc.) pertinent to scheduling and staffing.

• Records call-offs cancellations, PTO requests and other WFS codes in Kronos Scheduler.

• Monitors overtime usage and informs Administrator and/or Department Head when it is necessary to use overtime to staff shifts.

• Perform miscellaneous duties pertaining to staffing and assist nursing supervisory personnel as necessary.

• Answer employee calls regarding staffing/scheduling functions. Prepare written correspondence as necessary.

• Meets bi-weekly with Facility HR Manager to verify active list and communicate all staff changes which may lead to additional staffing needs.

• Coordinate with the HR Manager and ensure newly hired nursing staff has schedules prior to orientation date.

• Runs Work/absence summary each month and informs the Facility Human Resources Manager of any issues or trends.

• Develop and maintain a good working rapport with interdepartmental personnel, as well as other departments within the facility.

• Maintain current telephone listing of staff for scheduling purposes.

• Other staffing or administrative duties as assigned by Administrator, Director of Nursing or Facility Human Resources Manager.

Payroll Duties

• Reconciles employee timecards for double punches, missed punches, and/or errors.

• Enters missed punches into Kronos Timekeeping System and insures proper documents and signatures are obtained.

• Moves or transfers hours in Kronos time-keeping and/or Scheduler system for employees that are working in two departments.

• Submits online bonus forms when applicable and forwards supporting documentation to corporate payroll department.

• Requests and submits online form for manual check requests and forwards supporting documentation to corporate payroll department.

• Collects and submits facility salary time sheets and forwards to corporate payroll department.

• Records jury duty pay, bereavement pay, and training hours in Kronos time-keeping system and forwards supporting documentation to corporate payroll department when applicable.

• Calculates and submits summary of meal deductions to corporate payroll department when applicable.

• Run daily, weekly, monthly scheduler and timekeeping reports.

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Personnel Functions & Staff Development

• Partner with HR Manager to facilitate quality orientation program by communicating new hire orientation schedule to department managers and staff who will participate in orientation.

• Assist with recordkeeping for facility in-service education, and orientation classes for newly hired personnel.

• Assist in recordkeeping and documentation of attendance and tardiness for employee performance appraisals.

• Partner with HR Manager to confirm license/certification and current standing with state approved agencies for all new hires prior to orientation date and maintaining records of current nursing department employees.

• Maintain confidentiality of all pertinent employee information

• Create and maintain an atmosphere of warmth, personal interest and positive emphasis, as well as a calm environment throughout the department.

• Report known or suspected incidents of fraud to the Administrator.

• Assist in the orientation program for all personnel in accordance with our policies and procedures

Working Conditions:

• Works in office areas as well as throughout the facility.

• Moves intermittently during working hours and subject to frequent interruptions.

• Works beyond normal working hours, weekends and holidays and on other shifts/positions as necessary.

• Is subject to call back during emergency conditions (e.g., severe weather, evacuation, post-disaster, etc.).

• May be necessary to assist in the evacuation of residents during emergency situations.

• Is subject to hostile and emotionally upset residents, family members, personnel, visitors, etc.

• Is involved with residents, family members, personnel, visitors, government agencies and personnel, etc., under all conditions and circumstances.

Physical Job Requirements: (With or Without the Aid of Mechanical Devices)

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Education and Experience:

• Must possess, as a minimum, a high school education or its equivalent. Associates Degree preferred but not required.

• Must have, as a minimum, experience working in a health care facility or environment.

I understand the job description and its requirements. I understand that it is not an exclusive list of the job functions and that I am expected to complete all duties as assigned. I understand the job function may be altered by management without notice. I understand that this job description in no way constitutes and employment agreement and that I am an at will employee.

Avanté provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, Veterans' status, national origin, gender identity or expression, age, sexual orientation, disability, gender, genetic information or any other category protected by law. In additional to federal requirements, Avanté complies with applicable state and local laws governing non-discrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Avanté expressly prohibits any form of workplace harassment based on race, color, religion, sex, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, Veterans' status or any other category protected by law. Improper interference with the ability of Avanté's employees to perform their job duties may result in discipline, up to and including, discharge.