Scheduling Administrative Coordinator

Job Description

Job DescriptionINTRODUCTION

The Scheduling Coordinator assists the nursing department with coordination of the staffing, to include tracking hours/over-time, leave, call outs, etc of all Unity and agency nursing staff at the DOC Health Care Center. This position will also assist with clerical functions, including data collection as it relates to accreditation and audit requirements, maintaining meeting minutes, and other documentation.

MAJOR DUTIES/ESSENTIAL FUNCTIONS

Essential and other important responsibilities and duties may include, but are not limited to the following:

• Maintains staffing matrix via nursing scheduling software, and assists in coordination of staffing with charge nurses
• Tracks/monitors hours worked by Unity and agency nursing staff to include over-time, those approaching over-time on a weekly basis
• Monitors staff callouts and cancellations
• Answers telephone, takes messages and makes telephone calls, as needed.
• Types correspondence, reports or memorandums, as needed.
• Types and maintains department meeting minutes in Unity minute format
• Assists with scheduling candidate interviews and on-site visits for possible employment
• Assists with scheduling and coordinating meetings
• Perform administrative and clerical duties related to nursing and DOC functions
• Collect, compile and maintain data and documentation related to accreditation, audit, and contract requirements
• Adheres to safety and security policies and participates in disaster drills.
• Other related duties as requested by Supervisors or Health Services Administrator
• Must be able to take initiative, identify areas of improvement and discuss plan of action with appropriate personnel (DON/ADON).

MINIMUM QUALIFICATIONS

Education

1. High school graduate or equivalent..

2. Knowledge of Microsoft Word, Excel, and other computer based software systems to include staffing/scheduling software.

Experience

• One year experience in a health care or office environment
• The ideal candidate will have thorough knowledge of nursing and staffing practices

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Ability to work independently, to supervise and to work in a team-oriented environment.
• Excellent interpersonal and written communication skills.
• Must be well organized, flexible and action-oriented.

SUPERVISORY CONTROLS

This position reports to the Director of Nursing

GUIDELINES

The position abides by all rules and regulations set forth by applicable licensing and regulatory bodies, as well as UHC policies and procedures.

PERSONAL CONTACTS

The position requires contact with staff at all levels throughout the organization. There are also external organization relationships that may be a part of the work of this individual.

PHYSICAL EFFORT AND WORK ENVIRONMENT

• Some walking, standing, bending and carrying of light items such as books and paper is required.
• Must be physically able to sit, stand, and walk for long periods of time. Be able to bend, lift, and carry files from one location to another.
• Must have visual acuity and the ability to differentiate colors, and sustain long periods of computer usage.
• May sit for prolonged periods of time at a desk or in an automobile and/or may use the telephone for long periods of time.
• The office environment may be stressful with multiple, time-sensitive tasks to be accomplished within a short period of time.
• Must be able to work any time of the day, independently with minimal supervision, be capable of making sound business and decisions, be detail oriented, alert and self-motivated.
• Must be able to effectively manage difficult situations, staff and customers.
• See the ADA Physical Efforts Checklist.

OTHER SIGNIFICANT FACTS

The incumbent must be able to balance the needs of diverse constituencies on a daily basis.

RISKS

Correctional officers provide security; however, some degree of risk of verbal and physical assault from inmates exists. As in any healthcare setting, employees may be exposed to communicable and/or infectious diseases. Inside work with periodic traveling to other locations with exposure to weather, temperature extremes and hazardous road conditions. Frequent standing and walking while presenting or performing job duties. Adheres to site/contract specific on-call requirements

The position involves everyday risk and discomforts, which require normal safety precautions typical of such placesas offices, meetings, training rooms, and other UHC health Care Sites. The work area is adequately lit, heated, and ventilated. The employee shall provide evidence of a recent (within the past twelve (12) months) health assessment that includes a PPD and/or chest x-ray results.

The statements contained herein describe the scope of the responsibility and essential functions of this position, but should not be considered to be an all-inclusive listing of work requirements. Individuals may perform other duties as assigned including work in other areas to cover absences or relief to equalize peak work periods or otherwise balance the workload.