QUALIFICATIONS

Required: Documented courses and / or work experience in office management and administrative support functions; Computer / work processing experience; Positive interpersonal communication skills; Excellent communication skills: telephone, oral and written, including grammar, composition, spelling and punctuation; Problem solving skills; Detail oriented, and ability to do repetitive work; Ability to maintain an objective and factual outlook in addressing information flow; Capable of independent decision-making, and communication within prescribed guidelines; Self-directed with strong organization skills; Maintains a positive and flexible attitude; Professional discretion and confidentiality; Ability to handle upset / difficult guests; Ability to prioritize work assignments and manage multiple projects with minimal supervision; Knowledge of HIPPA standards; and maintains knowledge of all Nursing Personnel Policies, including the Oregon Nurses Association contract.

Preferred: Administrative or Computer Science undergraduate education and training. 

TYPICAL PHYSICAL/MENTAL DEMANDS

Light physical and moderate cognitive demands.  Ability to get to all nursing units in the hospital.  Able to sit for 2 – 3 hours at a time.  Able to bend and reach intermittently.  Able to handle multiple phone lines and walk-in guests.  Able to work independently and with others.  Able to work with time constraints, manage multiple tasks, and handle frequent interruptions.  Able to prioritize and organize work.

ESSENTIAL JOB FUNCTIONS

• Produces automated nursing schedules for review by Nursing Department Directors or Unit Managers 4 weeks prior to schedule start date. Finalizes and post schedules 2 weeks prior to schedule start date.
• Monitors future workload increase needs. Checks/monitors and keeps up-to-date all vacancy rotations lines.
• Maintains 6 months of pending schedules for vacation planning available to staff.
• Maintains records including sick calls, orientation list of staff, scheduling system, orientation book and printer operations.
• Maintains calls schedules for Cardio Pul.
• Responsible for changes in schedules greater than 24 hours ahead, including workload increases, and vacation relief booking. Keeps daily and interval records, reports and maintain statistics on staffing.
• Processes request for time off by staff, including FLMA, OFLA, WC leaves and education time off requests.
• Reviews schedules for gaps in core staffing and proactively adjusts schedules to provide core staffing in nursing units out to three weeks in the future on a “rolling” basis. Continue with follow-up calls at two weeks and then one week before the open shift, then daily until filled.
• Notifies employees of all advance booking shifts; establishes and publishes vacation pre-booking shifts and vacant pre-booking shifts. Advises and gives notice of all vacant rotation lines for new hires.
• Keep up-to-date records of all agency staff provided by Director of Staffing Operations.
• Rounds on all nursing units weekly and as needed for staffing purposes.
• Meets with Department Directors and Unit Managers on staffing issues as needed.
• Prepares, checks and review daily staffing needs based on patient acuity and/or other workload measurements.
• Processes necessary staffing changes after review and consultation with Department Director, Unit Manager or designee.
• Coordinates Flex Team staff schedules to meet core staffing needs on nursing units, and additional staff as requested by Department Directors and Unit Managers.
• Schedules all clinical staff for required certifications ahead of time and maintains accurate records as appropriate for assigned departments (ACLS, BLS, PALS, NRP, etc).
• Serves as Primary contact for all units regarding time card edits and schedule change requests.

MARGINAL JOB FUNCTIONS

• Performs other duties as assigned.