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Staffing Assistant

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Advocate Aurora Health

24d ago

  • Job
    Full-time
    Junior Level
  • People, HR & Administration
    Healthcare
  • Oak Lawn

AI generated summary

  • You need a high school diploma, 1 year in nursing staffing, strong organizational and communication skills, computer proficiency, and flexibility for various shifts and weekend work.
  • You will coordinate staffing needs, manage schedules, maintain documentation, support payroll, handle communications, and assist with various duties to ensure efficient staffing operations.

Requirements

  • College degree preferred.
  • High school education or equivalent.
  • One year experience in a nursing staffing office or similar setting.
  • Experience with scheduling supplemental staff required.
  • Strong organizational skills required.
  • Experience with AdvocateWorks preferred.
  • 1 year of Computer experience.
  • Must indicate enthusiasm for computer operations.
  • Good communication skills.
  • Excellent customer relations skills.
  • Effective conflict resolution skills.
  • Proficient in computer/keyboard skills.
  • Required to work weekends, off-shifts, and holidays.
  • Ability to flex hours based on department needs.
  • Ability to cover all 3 shifts for absences and vacations.
  • Clerical office environment.
  • High stress due to pressures of meeting staffing needs and deadlines.
  • Required to cross train within the Nursing Office.
  • Demands which required walking, sitting, standing, bending, lifting throughout the day.

Responsibilities

  • Coordinates staffing needs under the direction of the Mgr Central Staffing Office
  • Coordinates allocation of staffing to meet the hospital’s staffing needs under the direction of the Mgr Central Staffing Office and in collaboration with Administrative Supervisors.
  • Maintains all aspects of Clinical Resource Unit (“CRU”) nurse, PCIA, Care Companion and Agency nurse scheduling, assignment, including securing shift availability to meet the needs of the units.
  • Works directly with the CRU Associate to obtain shift availability for future shifts and unanticipated last minute shift coverage. Works to recruit CRU staffing to cover absences due to FMLA, vacancy, termination.
  • Assures that all CRU available shifts as well as unit based personnel offering extra shifts outside their home unit are promptly input into AdvocateWorks accurately.
  • Promptly receives and follows through on staffing requests and notifications received in person, by phone or those sent electronically to the Nursing Resource Office (NRO) through the generic NRO email address. The information received is thoroughly documented and accurately processed. Maintains accurate, timely documentation of staffing assignments, changes, call-ins, and other duties as assigned. Responds promptly to the requests to fill. Assigns the available staff to meet the unit needs.
  • Promptly receives and records all call-ins into AdvocateWorks and immediately works to provide staffing coverage from the CRU under the direction of the Mgr Central Staffing Office or the Administrative Supervisor on the off-shifts and weekend shifts. The Staffing Assistant assures that the Associate’s home unit has been notified.
  • Assists with the maintenance of payroll records for the NRO office, develops and distributes time reports to Managers from AdvocateWorks documenting tardies, call offs, overtime and assignment of their unit personnel.
  • Responsible for all aspects of outside Agency nurse scheduling/staffing/sign-in/credential verification/evaluation per IDPH, CMS and DNV standards. Orientation and documentation of new Agency personnel.
  • Provides staffing data as requested by Nurse Managers. Partners with the Emergency Department and Unit Managers to provide Care Companions for appropriate patients.
  • Maintains current credential files for all CRU personnel and outside agency nurses, including but not limited to (as appropriate) up to date Illinois Nursing practice license, CPR, orientation checklists, skills checklists, and evaluation forms. Record daily Agency nurse evaluations. Refers issues related to policy and standards to the Mgr Central Staffing Office and clinical or safety issues are referred to the Director or designee.
  • Coordinates Care Companion/Staffing Office schedules.
  • Receives Care Companion employee availability.
  • Creates and maintains monthly and daily schedules.
  • Participates in self-scheduling.
  • Responsible for the daily 24 hour coverage in the Staffing Office.
  • Accepts and documents PCIAs (Patient Care Information Associates) availability of extra shifts as Care Companions.
  • Assists MCO-Support with maintenance of scheduling/payroll records for Care Companions, Agency personnel, and ACMC Associates
  • Documents call-ins and tardies for Nursing Resource Office and Care Companions on schedule.
  • Maintains accurate computerized Care Companion Confirmation Sheets.
  • Maintains Agency sign-in sheets.
  • Assists with Report Xpress as designated by Director.
  • Documentation provided to Department Managers regarding cancels, tardies, overtime and assignment of their unit personnel.
  • Enters schedule assignments of Care Companions, PCIAs and Agency personnel to the unit schedule in AdvocateWorks.
  • Assists with achieving internal and external customer satisfaction
  • Answers telephone and refers calls to appropriate person or department, or takes messages.
  • Greets and directs visitors.
  • Promotes patient safety by reporting of issues through established channels and participating as requested in safety initiatives.
  • Assists with function and maintenance of the Staffing Office.
  • Fax and copier machine troubleshooting.
  • Assists Care Companions and Agency personnel with computer programs.
  • Maintains supplies in the CRU.
  • Responsible for creation and distribution of the daily staffing report, sitter cases report to Director.
  • Other duties as assigned.

FAQs

What are the major responsibilities of a Staffing Assistant?

The major responsibilities include coordinating staffing needs, maintaining scheduling for CRU nurses and agency staff, processing staffing requests, managing payroll records, ensuring compliance with credentialing standards for agency nurses, and assisting with customer satisfaction initiatives.

What educational background is preferred for this position?

A college degree is preferred, but a high school education or equivalent is acceptable.

How much experience is required for this role?

One year of experience in a nursing staffing office or a similar setting is required.

What specific skills are important for a Staffing Assistant?

Strong organizational skills, effective communication and customer relations skills, conflict resolution skills, and proficiency in computer operations are important for this role.

Is experience with AdvocateWorks necessary for this job?

While experience with AdvocateWorks is preferred, it is not explicitly required.

What physical requirements are associated with the Staffing Assistant position?

The role requires the ability to walk, sit, stand, bend, and lift throughout the day, as well as the capacity to work weekends, off-shifts, and holidays.

Will the Staffing Assistant need to handle urgent staffing requests?

Yes, the Staffing Assistant is responsible for promptly responding to staffing requests and ensuring that all call-ins are recorded and managed quickly.

Are there additional duties beyond the major responsibilities listed?

Yes, the job description includes a clause for performing other related duties as assigned.

What kind of work environment can the Staffing Assistant expect?

The work environment is a clerical office setting which can be high-stress due to staffing needs and deadlines.

How often will the Staffing Assistant need to work different shifts?

The Staffing Assistant must be able to cover all three shifts for absences and vacations as required by department needs.

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Advocate Aurora Health

Science & Healthcare
Industry
1001-5000
Employees
2018
Founded Year

Mission & Purpose

Advocate Aurora Health and Atrium Health are now Advocate Health – the fifth-largest nonprofit integrated health system in the U.S. Advocate Health is the fifth-largest nonprofit integrated health system in the United States –created from the combination of Advocate Aurora Health and Atrium Health. Providing care under the names Advocate Health Care in Illinois, Atrium Health in the Carolinas, Georgia and Alabama, and Aurora Health Care in Wisconsin, Advocate Health is a national leader in clinical innovation, health outcomes, consumer experience and value-based care, with Wake Forest University School of Medicine serving as the academic core of the enterprise. Headquartered in Charlotte, North Carolina, Advocate Health serves nearly 6 million patients and is engaged in hundreds of clinical trials and research studies. It is nationally recognized for its expertise in cardiology, neurosciences, oncology, pediatrics and rehabilitation, as well as organ transplants, burn treatments and specialized musculoskeletal programs. Advocate Health employs nearly 150,000 team members across 67 hospitals and over 1,000 care locations, and offers one of the nation’s largest graduate medical education programs with over 2,000 residents and fellows across more than 200 programs. Committed to equitable care for all, Advocate Health provides nearly $5 billion in annual community benefits.