Nursing Admin. Scheduler - Staff FT Variable

About the Role

Under the supervision of the NOPS Director or designee, assist in planning, organizing, implementing, and evaluating the activities occurring in the administration department by performing facilitator duties and maintaining the physical environment of the area.

Responsibilities

• Draft and distribute schedules to the unit in a timely manner.
• Assist the Director with annual vacation requests, seniority lists, holiday rotations, and posting upon completion.
• Ensure all final schedules are placed in the schedule book and emailed to nursing operations.
• Complete master schedules accurately and timely.
• Update the current unit schedule with changes, switches, and additions.
• Check the daily summary against employee clocking in the e-time system and make corrections as needed.
• Remind employees of fallouts in the e-time system.
• Post labor productivity results after the daily summary is reconciled and reviewed by the director.
• Report unusual findings, fallouts in e-time, absenteeism, and tardiness to the director.
• Maintain daily and monthly staffing records for the unit.
• Track employees’ individual records for absenteeism and tardiness.
• Accurately file all MLOA's and LOA forms.
• Update employee files as needed (e.g., licenses, counseling).
• Maintain adequate stock of required forms and office supplies while minimizing waste and cost.
• Maintain and update employee phone numbers as needed.
• Take, transcribe, and post minutes for the Director’s meetings.
• Coordinate meeting arrangements and notifications (e.g., staff meetings, IOP meetings).
• Prepare annual evaluation packets for distribution and ensure completion before sending to HR.
• Assist the director with completing expense reports.
• Take clear and accurate messages and communicate them to the director promptly.
• Respond appropriately to all requests, problems, and questions with a cheerful and positive attitude.
• Maintain confidentiality per GMC policy.
• Exhibit appropriate phone protocol: answer promptly, identify unit and self by name and title, and refer calls appropriately.
• Contribute to team effort by assisting co-workers when needed.
• Read and act on official information (bulletins, memos, verbal messages).
• Communicate problems or concerns to the director.
• Perform tasks with minimal supervision and complete assigned responsibilities within expected time frames.
• Make sound judgments within the range of expectations for the job.
• Assist the director in collecting, sorting, and arranging data for quarterly reports.
• Report CQI (Continuous Quality Improvement) to team leaders at the beginning of each month and report discrepancies to the director for follow-up.
• Input and upload CQI data to CALNOC following quarterly studies.
• Operate equipment and perform job-related duties safely.
• Maintain a self-directed, mature, disciplined, and tactful approach to completing work duties.
• Observe hospital dress code and wear identification badge at all times.
• Maintain a neat, professional appearance and a clean, orderly department, with special emphasis on personal workstation.
• Respect and maintain patient and employee confidentiality.
• Recognize and evaluate personal strengths and weaknesses; handle personal and professional frustrations appropriately.
• Attend required in-service, orientation, education programs, and hospital meetings.
• Observe hospital and department standard operating procedures for infection control and handling hazardous substances.
• Follow hospital policies concerning smoking regulations, telephone usage, and other conduct rules.
• Initiate and complete quality risk security reports appropriately.
• Identify safety hazards and take appropriate action.
• Identify self to patients and significant others when arriving to provide care.
• Perform other duties as assigned.

Requirements

• High School Diploma or equivalent.
• Current Basic Life Support (CPR) AHA card.
• Reading and comprehension of English required.
• Minimum one year of experience in an acute hospital preferred.
• Experience with Excel and Microsoft Word.