UW HEALTH JOB DESCRIPTION

STAFF SCHEDULER CONFIDENTIAL (NURSING)
Job Code: 2132 / FLSA Status: Non-Exempt
Mgt. Approval: S. Sadoff Date: 5-2016 / HR Approval: CMW Date: 5-2016
JOB SUMMARY
The Staff Scheduler—Confidential for the UWHC Nursing Operations Support Department is accountable for the effective planning and allocation of staffing resources for the inpatient areas, to assign, direct and plan for the allocation of daily staffing resources to meet the needs of individual units in the short range planning phase. Key responsibilities include the daily allocation of staffing resources, planning for future staffing issues, problem resolution related to unfilled staffing needs, communication with staff regarding their assignments, schedules and/or competencies.
The Staff Scheduler--Confidential uses independent judgment and decision making in carrying out required responsibilities. The Staff Scheduler—confidential has access to confidential employee information. Access to this information is necessary to provide support services to the Nursing department management staff. This information must be kept strictly confidential. This person must exercise discretion, initiative and good judgment, as well as project a positive image of the department.
MAJOR RESPONSIBILITIES
The incumbent performs the following job responsibilities:
A.  Utilize a consistent process for the equitable, effective and efficient allocation of staffing resources in the short range scheduling process.
B.  Analyze available staffing resources and make assignments to maximize capacity. Makes staffing decisions based on the skills and knowledge of staff to meet the needs of patients.
C.  Coordinate schedules, competencies, payroll, for Per Diem, Clinical Overload, LTE, Agency, and expansion personnel.
D.  Coordinate and process Meal tickets, Crash Cart Locks, Cab Vouchers, Trifolds, ordering and maintaining office supplies and equipment, maintain files, and other pertinent information related to supporting the operations of the nursing department and the hospital.
E.  Coordinate work schedules and work flow of office support staff.
F.  Effectively and efficiently utilize hospital computer scheduling system.
G.  Train and familiarize new office support staff to the Nursing Operations Support office procedures.
H.  Communicate openly and effectively among personnel in the staffing office.
I.  Create new systems to better ensure the efficiency of the Nursing Operations Support office.
J.  Assist Department Director(s) and Department Managers with projects related to staffing, scheduling, competencies, and meeting pertinent operational needs for the department of nursing and the hospital.
K.  Develop and maintain appropriate written and verbal communication systems with Department Directors, Clinical Nurse Managers, Nursing Coordinators, Inpatient Unit Staff, Nursing Resource Center Unit, and Office staff, Agency staff and personal and other key hospital departments regarding the scheduling and staffing of flexible resource staff.
L.  Provide cross coverage for completion of payroll and or staffing during vacation or absences for other Nursing Staff Schedulers or other similar roles in the Nursing Resource Center.
M.  Work collaboratively with the Nursing Coordinators to assign/allocate flexible resources to appropriate units on a daily basis.
N.  Is knowledgeable on and assists with maintaining department JCAHO standards related to staff competencies, compliances and orientations as it relates to the Nursing Resource Center and its flexible resource staff.
Performance measures:
·  Customer Satisfaction.
·  Resolving conflict constructively and encouraging/helping others.
·  Knowledge of benefit plan information, rules, and regulations.
·  Knowledge of database and relationships to benefits.
·  Pursue a standard of excellence as it pertains to timeliness, accuracy, and completeness of work to achieve desired business results.
·  Placing a high priority on the quality of work and cultivating interpersonal business relationships.
Achieving compliance with UW Health policies and State and Federal Laws, Rules and Regulations.
·  Level of collaboration with other staff members throughout the organization.
·  Initiative taken towards daily work and special assignments.
·  Approaches taken and scope of problem solving.
ALL DUTIES AND REQUIREMENTS MUST BE PERFORMED CONSISTENT WITH THE ORGANIZATIONS PERFORMANCE STANDARDS
JOB REQUIREMENTS
Education /

Minimum

/ High School Diploma or Equivalent

Preferred

Work Experience /

Minimum

/ Three (3) years of administrative or customer service experience.

Preferred

Licenses & Certifications

/

Minimum

Preferred

Required Skills, Knowledge, and Abilities / ·  Ability to multi-task.
·  Must be self-directed.
·  Excellent interpersonal, written and verbal communication skills.
·  Must be able to work under pressure and under strict deadlines.
·  Ability to competently work with Microsoft Access, Word and Excel programs, in order to run reports, create documents and perform data entry.
·  Ability to learn and competently work with staffing and scheduling software.
·  Ability to learn and competently work with time and attendance software.
AGE SPECIFIC COMPETENCY (Clinical jobs only)
Identify age-specific competencies for direct and indirect patient care providers who regularly assess, manage and treat patients.
Instructions: Indicate the age groups of patients served either by direct or indirect patient care by checking the appropriate boxes below. Next,
Infants (Birth – 11 months) / X / Adolescent (13 – 19 years)
Toddlers (1 – 3 years) / X / Young Adult (20 – 40 years)
Preschool (4 – 5 years) / X / Middle Adult (41 – 65 years)
School Age (6 – 12 years) / X / Older Adult (Over 65 years)
JOB FUNCTION
Review the employee’s job description and identify each essential function that is performed differently based on the age group of the patient.
PHYSICAL REQUIREMENTS
Indicate the appropriate physical requirements of this job in the course of a shift. Note: reasonable accommodations may be made available for individuals with disabilities to perform the essential functions of this position.
Physical Demand Level / Occasional
Up to 33% of the time / Frequent
34%-66% of the time / Constant
67%-100% of the time
X / Sedentary: Ability to lift up to 10 pounds maximum and occasionally lifting and/or carrying such articles as dockets, ledgers and small tools. Although a sedentary job is defined as one, which involves sitting, a certain amount of walking and standing is often necessary in carrying out job duties. Jobs are sedentary if walking and standing are required only occasionally and other sedentary criteria are met. / Up to 10# / Negligible / Negligible
Light: Ability to lift up to 20 pounds maximum with frequent lifting and/or carrying of objects weighing up to 10 pounds. Even though the weight lifted may only be a negligible amount, a job is in this category when it requires walking or standing to a significant degree. / Up to 20# / Up to 10# or requires significant walking or standing, or requires pushing/pulling of arm/leg controls / Negligible or constant push/pull of items of negligible weight
Medium: Ability to lift up to 50 pounds maximum with frequent lifting/and or carrying objects weighing up to 25 pounds. / 20-50# / 10-25# / Negligible-10#
Heavy: Ability to lift up to 100 pounds maximum with frequent lifting and/or carrying objects weighing up to 50 pounds. / 50-100# / 25-50# / 10-20#
Very Heavy: Ability to lift over 100 pounds with frequent lifting and/or carrying objects weighing over 50 pounds. / Over 100# / Over 50# / Over 20#
List any other physical requirements or bona fide occupational qualifications: