Nursing Services Staffing Coordinator

About the Role

The Administrative Assistant III (Nursing Services Staffing Coordinator) performs complex (journey-level) work serving as the administrative support for Nursing Services and reports to the Chief Nurse Executive (CNE). This fast-paced, multitasked, deadline-oriented position works with several managerial levels including Nurse Administrators, Nurse Managers, the Nurse Educator, and Shift Coordinators. The role serves as an intermediary in carrying out delegated administrative duties and as a communication liaison for Nursing Administration.

Responsibilities

• Prepare and disseminate staffing schedules for Nursing Services direct care employees (licensed and unlicensed), including collecting and coordinating all time-off requests, approving/denying based on staffing numbers, and performing daily updates related to employee status changes
• Review staffing reports and coordinate unit coverage when needed; compare staffing projections with hospital schedule to identify discrepancies and potential staffing concerns; communicate potential shortages to unit administration
• Assemble, organize, and tabulate statistics and data; create and maintain various tracking systems to monitor and evaluate staffing effectiveness and key indicators including departmental vacancies, staff reassignments, leave status, overtime utilization, patient observation levels, and staff held per shift
• Complete budget reports including overtime expenditures and contract staffing costs for Nursing Services with diligent tracking and monitoring
• Support a busy multitasking office with administrative-level nurse staff conducting multifaceted monitoring of nursing performance for compliance with governmental entities, laws, and accreditations
• Prepare routine and special correspondence, reports, studies, forms, and documents; maintain data for quarterly Nursing Activity reports and prepare additional reports or manuals as directed
• Coordinate nursing meetings chaired by the CNE including executive staff committee meetings, Nurse Staffing Committee meetings, and Unit Scheduling Meetings; prepare agendas, take and transcribe minutes, and coordinate locations, calendars, announcements, and reminders
• Compile and analyze departmental data including fall data, school affiliations, student data, agency staffing information, and educational leave tracking; manipulate complex spreadsheets and tables; prepare reports for CNE and hospital-wide committees
• Develop special administrative analyses and summaries of quality improvement activities; perform preliminary research, development, and preparation of educational/promotional materials
• Screen and monitor phone calls, handling or routing those that do not require CNE personal attention; direct visitors to appointments and locations
• Participate in disaster response, recovery, or Continuity of Operations (COOP) activation as needed, which may require alternate shift pattern or location

Requirements

• Knowledge of office practices and administrative procedures
• Knowledge of business English, spelling, and grammar
• Knowledge of state travel policy and procedure
• Knowledge of record keeping and filing systems
• Knowledge of and experience using Microsoft Office (Outlook, Word, Excel, PowerPoint)
• 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
• Skills in using standard office equipment and electronic data/word processing equipment
• Skills in written communication, proofreading, editing, and formatting
• Skills in verbal communication
• Ability to implement administrative procedures and evaluate their effectiveness
• Ability to interpret rules, regulations, policies, and procedures
• Ability to train others
• Ability to work independently and as a team member
• Ability to manage multiple projects while meeting timelines
• Ability to prepare correspondence, forms, and requisitions
• Ability to communicate efficiently and effectively using written and verbal skills
• Ability to understand basic elements of mental health

Pay

$3,101.00 - $4,365.66 per month (Salary Group TEXAS-A-13)

Schedule

Day shift (First), full-time, not eligible for telework

Benefits

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