Staffing Office Coordinator
Newton-Wellesley Hospital(NWH)

Newton, Massachusetts

Posted in Health and Safety

Job Info

GENERAL SUMMARY: At Newton-Wellesley Hospital, our mission is to treat and care for all our patients and their families as we would a beloved family member. The Staffing Office works to effectively staff patient care areas with the appropriate resources. The role of the Staffing Office Coordinator is to perform a variety of clerical and secretarial duties to support the effective operations of the Central Command Center/Staffing Office (SO). The role is key to assisting management staff in the collection, collation and review of demand and supply of staffing needed for units and Float Pool.



Support for Nursing Management:

  • Answers phones and communicates messages to nursing management in a timely manner.
  • Records information regarding staff absences/call-outs and apprises management in a timely manner.
  • Enters schedules, daily shift changes, and job transfers for Float staff in electronic scheduling system used for staff schedules and timekeeping.
  • Records attendance information in appropriate systems.
  • Updates and prints regular staff shift reports for nursing management.
  • Assists with payroll preparation and stays abreast of timekeeping pay practices.
  • Assists nursing management in contacting staff related to staffing changes, including call outs, recruitment efforts, scheduling issues, holiday seniority downsizing, patient observer needs, etc.
  • Utilizes and maintains paper and electronic call lists for all staff; trained on sending out Kronos Text Blasts to text page staff for last-minute shift needs.
  • Assists nursing management with communicating to Float staff on the unit(s) that they are assigned to for their shift.
  • Tracks direct and virtual observer needs on the units; supports the AvaSys Virtual Monitoring System program.
  • Maintains Kronos and other electronic systems for schedules; ensures accuracy and timeliness of staff scheduling information.
  • Assists staff with submitting Kronos self-schedules, time-off requests and shift swaps.

  • Supports Bed/Staffing Huddles
  • Gathers and inputs census data for use and distribution by nursing management/administrators for staffing decisions and shift communications.
  • Assists in collecting data for the facilitation of bed/huddle meetings.
  • Identifies next-shift and next day variances between actual and scheduled staffing and alerts managers; including weekend staffing and holidays.
  • Prepares daily staffing worksheets for all skill mixes, for each day and shift per unit.
  • Maintains familiarity with pertinent policies and contract language related to scheduling and staffing.
  • Assists nursing administrators and bed control with printing Epic patient records and lab tests for NWH patient transfers to other facilities.
  • Maintains and prints Epic census reports for all nursing units for the nursing administrators.

  • Other clerical responsibilities
  • Orders office supplies
  • Other duties as assigned

  • Qualifications


    High school graduate or equivalency and two to three years previous related experience, or one year's related experience and completion of two years junior college, college or secretarial school


  • Requires attention to detail and ability to prioritize
  • Proficient in the use of Microsoft Excel, Word, Outlook and PowerPoint
  • Requires ability to function as an individual but also as a strong team player
  • Demonstrated ability to adhere to confidentiality policies for sensitive clinical, personal and financial data.
  • Organized and able to work in a deadline-driven environment required
  • Prior heath care experience/education preferred
  • Experience using scheduling software preferred; specifically, Kronos Scheduling & Timekeeping)

  • Skills:
  • Excellent attention to detail
  • Exceptional customer service orientation
  • Strong multitasking skills

  • EEO Statement
    The above is intended to describe the general contents and requirements of work being performed by people assigned to this position. It is not intended to be construed as an exhaustive statement of all duties, responsibilities or skills of personnel so classified.

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