Staffing Assistant II – Admin Staffing – Chula Vista Medical Center – Variable Shift – Full Time

Hourly Pay Range: $25.550 – $35.680. The stated pay scale reflects the range Sharp reasonably expects to pay for this position. Actual pay rate and pay grade will depend on years of experience, unique skills, education, alignment with internal candidates, marketplace factors, and employer business practices.

Schedule: 10-hour shifts (10/40 schedule). Shift start and end times are variable. Weekend work required every other weekend. On-call is not required.

What You Will Do

• Coordinate centralized hospital staffing coverage and staffing data according to department policy and procedure.
• Create and balance complex schedules to meet daily and long-term staffing needs, adhering to staffing guidelines, union contractual language, and relevant policies.
• Assist nursing leadership in daily timecard management to ensure accuracy and compliance with policies and procedures.

Responsibilities

Clinical Unit Staffing

• Create and balance complex schedules using established staffing guidelines, union contractual language, and policies.
• Review and maintain clinical staff schedules to meet commitment shifts and ensure assigned FTE adherence.
• Complete accurate and balanced schedules to support safe nursing practice and quality care.
• Manage daily staffing assignments to contribute to the organization’s financial success.
• Assess available staff for assigned units within established timelines and complete unit assignments.
• Manage day-to-day staffing for sick calls, PTO requests, and leave of absence (LOA).
• Determine unfilled shifts and follow guidelines for filling clinical needs, including communicating open shifts to staff and ensuring requests meet guidelines.
• Communicate with nursing executive leadership to obtain premium shift approval and provide needs to the Central Staffing Office (CSO).
• Assess and determine appropriate staff to float according to union contractual guidelines.
• Cancel employees/agency personnel according to policy and union guidelines.
• Communicate staffing activities, outcomes, and changes to the staffing team and unit through documentation or verbal reports.
• Keep CSO, charge nurses, unit managers, Administrative Liaison (AL), and Director informed of changes and staffing deficits.
• Provide clear, accurate, and timely reports to team members, unit charge persons, facilities, and managers.
• Maintain up-to-date, accurate daily plan sheets.
• Perform all staffing and scheduling functions, including use of specialty codes and application of premium pay practices.
• Collaborate with CSO, leadership, and AL to safely staff units and ensure quality and safety in care delivery.

Timecards

• Review clinical unit employees’ timecard entries in the electronic system to ensure accurate compensation.
• Communicate discrepancies and errors with staff and nursing leadership for timely resolution.
• Ensure timecard data entries are reviewed and completed by the assigned deadline.
• Run and review timecard reports throughout the pay period to monitor exceptions and take necessary action.
• Perform all electronic timecard functions accurately and independently.

Training and Mentoring

• Provide constructive and positive feedback to peers/employees regarding work performance and notify management of trends in staffing and documentation deficits.
• Precept and mentor new employees by providing necessary knowledge, skills, and support.
• Utilize opportunities for incidental teaching with staff and peers.
• Receive feedback from others with a positive attitude.

Customer Service/Communication

• Demonstrate effective relations by communicating positively and collaboratively in a manner perceived as pleasant and professional.
• Respond to needs and dissatisfactions in a timely manner to promote customer satisfaction.

Safety

• Keep work areas clean, free of non-work equipment, and ready for the next employee.
• Utilize ergonomic equipment (e.g., wrist rests, headsets, chair position).
• Use supplies and equipment safely.
• Report equipment malfunctions and safety hazards to the appropriate authority and manager.

Professional Development

• Develop in areas of staffing and timecard management by staying current with policies, procedures, practices, contractual language, and Federal/State regulations.

Teamwork

• Respect others’ values and opinions and promote cooperation with team members.
• Contribute and participate in department meetings positively.

Requirements

• High School Diploma or equivalent.
• 1 year of experience in an administrative, business office, or related role.

Preferred Qualifications

• Computer and/or technical education.
• Experience in staff scheduling.
• Experience in healthcare.

Skills and Abilities

• Ability to manage independently.
• Ability to address various deadlines while prioritizing and preserving accuracy.
• Ability to handle issues in a friendly, courteous, and accurate manner.
• Basic computer knowledge, including proficiency in Microsoft Office applications.