Reporting to the Manager of Administration Operations for the Nursing Resource Center, the Nursing Resource Inpatient Scheduler manages all aspects of staffing, scheduling, and payroll for all levels of staff in the nursing department. Organizes and prepares monthly schedules according to budget for patient volume, identifying department-wide and unit specific deficits created by department vacancy, as well as unanticipated absences. Makes arrangements for adequate coverage for each shift and proactively for future shifts. Responsible for scheduling float and per diem staff and unit staff as necessary and within union contracts. The scheduling coordinator will also approve and schedule time off for employees. Enters employee information and work schedules, vacation, and changes into integrated time and attendance system. Processes nursing department payroll utilizing integrated time and attendance system, validating all worked and non-worked hours to assure accuracy. Performs a variety of complex clerical functions, which requires the use of judgement and knowledge of assigned Department’s systems and operations.
Brown University Health employees are expected to successfully role model the organization’s values of Compassion, Accountability, Respect, and Excellence as these values guide our everyday actions with patients, customers, and one another. In addition to our values, all employees are expected to demonstrate the core Success Factors which tell us how we work together and how we get things done. The core Success Factors include:
- Instill Trust and Value Differences
- Patient and Community Focus and Collaborate
- Prepare monthly work schedules and ensure compliance with company and industry labor requirements.
- Following established criteria, complete and review nursing department schedule to ensure that all work schedules/shifts are filled/covered.
- Review and prepare payroll data for assigned departments including time sheets, prior week adjustments, off-cycle check requests, and special pay forms.
- Ensure that payroll data is properly documented and authorized.
- Review and edit payroll processing. Research questions pertaining to payroll and provide support to resolve payroll issues with department management. Provide continued communications and assistance in interpreting different pay policies.
- Arrange coverage for unanticipated absences that occur after department schedule is complete (example - new leave of absence in department) assuring cost-effective solutions and appropriate staffing ratios are maintained. This is done by working with nursing department staff to change schedule and by utilizing per diem employees.
- Utilize the integrated time and attendance system to report, track, schedule and record staff assignments, payroll and attendance activities, update employee information, e.g. address, hours, verify licensure, update credentials, and retrieve data and generate a variety of management reports on such items.
- Communicate with various nursing managers (Directors, Clinical Managers, Assistant Clinical Managers) to determine whether additional staffing is required and to refer problems needing intervention. Confer with nursing managers concerning Per-Diem and/or Float qualification requirements.
- Update and distribute staffing and payroll reports. Identify open staffing slots due to sick calls, time changes, LOAs, vacations, etc. not previously recorded into the system. Make calls to Per-Diem/Float staff members as appropriate to meet staffing needs.
- Identify staff replacement contacted and determine qualifying pay status e.g. straight time, time and one-half, over 40 hours, etc. Contact nursing unit management as necessary to investigate and resolve scheduling conflicts. Prepare and maintain related records of activities.
- Schedule secretaries, NAs, nursing staff, etc., for classes, training, etc., distributing and tracking mandatory education packets.
- Understand the hospital’s personnel policies and procedures, as well as our union contracts. Develop department schedules aligned with all policies and procedures.
- Operate office equipment such as PC and applications, calculator, fax, and photocopier, etc.
- May provide functional guidance to new employees regarding the payroll process, nursing scheduling system, department policies, and procedures.
- Perform other clerical activities such as daily paperwork, filing, maintaining, and updating manuals, preparing reports, distributing payroll time sheets and payroll advice, etc.
- A.S.D. in human resources, business administration, healthcare admin, or a related field.
- Ability to handle stressful situations and multiple demands in an effective manner and demonstrate organizational and problem-solving skills.
- Organizational skills to maintain departmental files, records, and statistical data.
- Proficiency with Microsoft Office Suite and Workforce Management system applications.
- Proficient typing and computer keyboard skills.
- Interpersonal skills to effectively interact with a variety of hospital personnel.
- Organizational and analytical ability to arrange schedule considering multiple criteria and priorities.
- Two to three years progressively more responsible job-related experience, in order to be familiar with most, if not all, departmental operations, as well as the regulations associated with specialized functions.
Normal office environment with stressful conditions associated with meeting nursing department staffing schedule changes. May experience some visual fatigue associated with extended periods at a computer terminal.
Follows established policies and procedures under general supervision. Refers specific complex problems to the Manager of Administrative Operations for the Nursing Resource Center when clarification of departmental policies and procedures is required.
None.
$22.04-$36.37
Rhode Island Hospital - 593 Eddy Street Providence, Rhode Island 02903
Mon-Fri- Weekends as needed
Day
8 hours
No
Brown University Health is committed to providing equal employment opportunities and maintaining a work environment free from all forms of unlawful discrimination and harassment.
