Staffing Specialist

About the role

Reporting to the Manager of Operations of Inpatient Nursing, you will schedule all levels of nursing department staff according to budgeted allocations, identifying department-wide and unit-specific deficits created by unscheduled absences and vacancies. You will arrange adequate coverage for each shift and proactively for future shifts, scheduling float, per diem staff, and unit staff as necessary. The role involves entering employee information and work schedules into a computerized resource management system interfacing with the payroll time and attendance system, and processing nursing department payroll to ensure accuracy.

Brown University Health employees are expected to role model the organization's values of Compassion, Accountability, Respect, and Excellence. Additionally, all employees must demonstrate the core Success Factors: Instill Trust and Value Differences, Patient and Community Focus, and Collaborate.

Responsibilities

• Review nursing department schedules to ensure all work shifts are filled and covered, utilizing existing and potential resources to maintain cost-effective solutions and appropriate staffing ratios.
• Understand union contracts (IBT, UNAP) policies and procedures, and use the computerized scheduling system to track, schedule, and record staff assignments and attendance activities.
• Update employee information (e.g., address, hours, skills, certifications) and generate management reports.
• Collaborate with stakeholders to manage payroll activities and communicate with nurse leaders to determine additional staffing needs or issues requiring intervention.
• Confer with nursing managers regarding per-diem and float qualification requirements.
• Ensure the department’s scope of services meets the needs of internal and external customers.
• Demonstrate flexibility and innovation to improve operations, enhance revenue, effectiveness, productivity, and responsiveness.
• Respond to and provide direction during crisis and emergency situations.
• Monitor staffing to optimize scheduled time and overtime for maximum productivity.
• Assist with cost containment by encouraging the use of benefit time during low census or workload periods.
• Ensure the security and confidentiality of sensitive information.
• Maintain clerical records required for UKG Dimensions and control the flow of information throughout the department.
• Understand hospital personnel and payroll policies, as well as union contracts, to guide the assignment of open shifts.
• Provide functional guidance to new employees regarding clerical operations, scheduling systems, and department policies.
• Perform other clerical activities such as filing, maintaining manuals, preparing reports, and reviewing payroll and staffing reports for accuracy.

Requirements

Basic Knowledge:

• High school diploma or General Equivalency Diploma (GED).
• Ability to handle stressful situations and multiple demands effectively, demonstrating organizational and problem-solving skills.
• Excellent communication and customer service skills.
• Ability to multi-task and perform complex clerical duties.
• Organizational skills to maintain departmental files, records, and statistical data.
• Familiarity with personal computer and mainframe-based system applications.
• Proficient typing and computer keyboard skills.
• Strong interpersonal skills to interact with a variety of hospital personnel.
• Organizational and analytical ability to arrange schedules considering multiple criteria and priorities.

Experience:

• 2-3 years of job-related experience preferred, with familiarity in departmental operations and regulations associated with specialized functions.

Work Environment

• Fast-paced office environment with urgent conditions related to nursing department staffing schedule changes.
• Must be able to perform frequent fine motor skills.

Pay

$22.04 - $36.37 per hour

Schedule

• Monday to Friday, every other weekend.
• Shift: 7:00 AM - 3:30 PM.
• Daily hours: 8 hours (variable shift).