Staffing Assistant HD - Resource Team

About the Role

The Staffing Assistant provides administrative support to the Clinical Staffing Coordinator by handling phone calls, documenting staff callouts, assisting with schedule updates, and facilitating communication between nursing units and staffing personnel. The Staffing Assistant ensures smooth daily staffing operations by responding to inquiries, maintaining accurate records, and supporting the coordination of shift coverage to maintain adequate staffing levels and support quality patient care across Health First’s Hospital Division.

Responsibilities

• Answers and manages phone calls related to staffing, including employee callouts, shift requests, and scheduling inquiries.
• Documents call-outs, tardiness, and other attendance issues, notifying the Clinical Staffing Coordinator and nursing leadership as needed.
• Assists in updating schedules in the hospital’s staffing system, ensuring real-time accuracy.
• Communicates urgent staffing needs and shift openings to staff, including float pool, per diem, and agency personnel.
• Supports the scheduling of last-minute shift coverage by contacting available staff and coordinating placements.
• Maintains and organizes staffing records, attendance logs, and shift change requests.
• Supports processing time-off requests and shift trades in accordance with hospital policies.
• Provides general clerical support, including data entry, filing, and preparing reports as needed.
• Collaborates with the Clinical Staffing Coordinator and nursing supervisors to ensure smooth staffing operations.
• Upholds confidentiality and compliance with hospital division policies and regulatory guidelines.

Requirements

• High School Diploma or equivalent.
• Proficient in Microsoft Office – Teams, Outlook, Word, Excel, PowerPoint, etc.
• Ability to speak and understand English both in written and verbal instructions.
• Sound organizational skills, including time management, critical thinking, and problem-solving.
• Excellent communication and problem-solving skills.
• Attention to detail and follow-through with task completion.
• Ability to multitask and work in a fast-paced environment.
• Ability to work in often-stressful environments and concentrate on multiple priority activities.

Preferred Qualifications

• Associate’s degree in healthcare or business administration, or a relevant field.
• Previous experience in an administrative or clerical role, as well as healthcare staffing.

Physical Requirements

• Majority of time involves sitting or standing; occasional walking, bending, and stooping.
• Long periods of computer time or at workstation.
• Light work that may include lifting or moving objects up to 20 pounds with or without assistance.
• May be exposed to inside environments with varied temperatures, air quality, lighting, and/or low to moderate noise.
• Communicating with others to exchange information.
• Visual acuity and hand-eye coordination to perform tasks.
• Workspace may vary from open to confined.
• May require travel to various facilities within and beyond county perimeter; may require use of personal vehicle.

Benefits

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.

Schedule

Per Diem, variable shift times.