Nursing Services Staffing Coordinator

Location: Terrell, TX

About the role

Join the Texas Health and Human Services Commission (HHSC) and be part of a team committed to creating a positive impact in the lives of fellow Texans. At HHSC, your contributions matter, and we support you at each stage of your life and work journey. This position performs complex (journey-level) administrative work serving as the administrative support for Nursing Services and reports to the Chief Nurse Executive (CNE). The role demonstrates the ability to assume responsibility without direct supervision, exercises initiative and judgment, and makes decisions within the scope of assigned authority.

The Nursing Services Staffing Coordinator position is fast-paced, multitasked, deadline-oriented, and works with several managerial levels such as Nurse Administrators, Nurse Managers, the Nurse Educator, and Shift Coordinators. This role supports a busy and multitasking office with administrative-level nurse staff conducting multifaceted monitoring of nursing performance to ensure compliance with governmental entities, laws, and accreditations.

Responsibilities

• Serves as administrative support for Nursing Services and supports the mission and vision of the facility.
• Plans, directs, organizes, and monitors the flow of work in Nursing Administration with minimal supervision using initiative and judgment within hospital policy and nursing department processes.
• Serves as a communication liaison between Nursing Administration and contacts with other departments, including Nurse Administrators, Nurse Managers, the Nurse Educator, Shift Coordinators, direct reports of the CNE, unit staff, other hospital disciplines, agencies, facilities, and the community.
• Screens and monitors phone calls, handling or routing calls that do not require the personal attention of the CNE; exercises judgment in referring calls to the appropriate person or department and directing visitors to appointments/locations.
• Prepares and distributes the staffing schedule for Nursing Services direct care employees, including creating monthly schedules for all Licensed and Unlicensed direct care staff. Collects and coordinates all requests for time off, approving/denying those requests based on required hospital staffing numbers, and updates the schedule daily for changes in employee status.
• Reviews staffing reports and coordinates unit coverage when needed. Compares staffing projections with the hospital schedule to identify discrepancies and potential staffing concerns, communicating shortages to unit administration and delegates.
• Assembles, organizes, and tabulates statistics and data, creating and maintaining tracking systems to monitor and evaluate staffing effectiveness and additional key indicators for Nursing Services (e.g., departmental vacancies, staff reassigned out of patient care, staff on leave, overtime utilization, patient observation levels, staff held per shift).
• Completes budget reports, including tracking and monitoring overtime expenditures and costs of contract staffing for Nursing Services.
• Fields departmental correspondence and contacts received by phone, mail, in person, or other means, routing them appropriately.
• Maintains familiarity with laws and regulations controlling the employing agency, its functions, policies, procedures, and the Nursing Department, applying them in decision-making.
• Prepares routine and special correspondence, reports, studies, forms, and documents. Maintains data for the quarterly Nursing Activity report and prepares reports within scheduled timeframes.
• Revises and/or develops departmental manuals, forms, documents, or studies as assigned.
• Coordinates nursing meetings (e.g., nursing executive staff committee, Nurse Staffing Committee, Unit Scheduling Meetings), including scheduling, preparing agendas, taking minutes, and distributing information.
• Compiles and analyzes departmental data (e.g., fall data, student data, educational leave, agency staffing information) and prepares reports for the CNE and hospital-wide committees using complex spreadsheets and tables.
• Develops special administrative analyses and summaries of quality improvement activities. Performs preliminary research, development, and preparation of educational/promotional materials to improve performance measure outcomes.
• Actively participates and/or serves in a supporting role to meet the agency’s obligations for disaster response, recovery, or Continuity of Operations (COOP) activation, which may require alternate shift patterns or locations.

Requirements

• Knowledge of and experience using office systems such as Microsoft Office (Excel, Word, PowerPoint, Outlook), including spelling, punctuation, grammar, and arithmetic.
• Knowledge of Continuous Quality Improvement, Corporate Compliance, Emergency Preparedness Procedures, Infection Control Manual/Standard Precautions, Mental Health and Mental Illness, MHRS System, MSDS Sheets, Rights of Patients, and HHSC Departmental Rules.
• Skills in coordinating trainings, meetings, travel arrangements, and conference calls.
• Skills in receiving and responding to complex phone calls and email inquiries in a positive and professional manner.
• Knowledge of office practices and administrative procedures, business English, spelling, grammar, state travel policy, and record-keeping/filing systems.
• Skills in using standard office equipment and electronic data/word processing equipment and software (e.g., Microsoft Office products: Outlook, Word, Excel, PowerPoint).
• Skills in written and verbal communications, proofreading, editing, and formatting.
• Ability to implement administrative procedures and evaluate their effectiveness.
• Ability to interpret rules, regulations, policies, and procedures.
• Ability to train others and work independently as well as part of a team.
• Ability to manage multiple projects while meeting timelines.
• Ability to prepare correspondence, forms, and requisitions.
• Ability to communicate efficiently and effectively using both written and verbal skills.
• Ability to interpret complex rules, regulations, policies, and procedures.
• Ability to understand the basic elements of mental health.

Benefits

Our comprehensive benefits package includes:

• 100% paid employee health insurance for full-time eligible employees.
• A defined benefit pension plan.
• Generous time-off benefits.
• Numerous opportunities for career advancement.

Pay

Salary Range: $3,101.00 - $4,365.66 per month

Schedule

• Full-time, regular position.
• Shift: Day (First shift).
• Occasional overtime, extended shifts, or rotating schedules may be required in accordance with agency leave policy.
• Travel: Up to 5%.
• Not eligible for telework.