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Staffing Coordinator

CHI Saint Joseph Health System Lexington, Kentucky
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The posted compensation range of $16.26 - $22.36 /hour is a reasonable estimate that extends from the lowest to the highest pay CommonSpirit in good faith believes it might pay for this particular job, based on the circumstances at the time of posting. CommonSpirit may ultimately pay more or less than the posted range as permitted by law.

Requisition ID 2025-403433 Employment Type Full Time Department Nursing Administration Hours/Pay Period 72 Shift Day Weekly Schedule Days Remote No Category Administrative and Clerical
Overview

Welcome to Saint Joseph Hospital, a 433-bed hospital founded in 1877 by the Sisters of Charity of Nazareth as the first Hospital in Lexington, Kentucky. Led by Sister Euphrasia Stafford, the mission to provide compassionate care to the poor and underserved is still carried out today. Saint Joseph Hospital holds over two dozen national ranks and recognitions and is recognized as a 2024 Best Place to Work in Kentucky.

Whether you are an experienced healthcare professional or working toward that, we invite you to experienceHello Humankindness with us! CHI Saint Joseph Health provides you with the same level of care you provide for others. We care about our team members well-being and offer benefits that complement work/life balance such as:

  • Paid Time Off (PTO)
  • 401(k) and 457(b) Retirement Programs with matching
  • Medical/Dental/Vision Insurance
  • Mental Health resources for you and your family
  • Wellness Program with rewards up to $450
  • Tuition Reimbursement for future career growth and development
  • Adoption Assistance
  • Voluntary Protection: Accident, Critical Illness, Identify Theft and Pet Insurance
  • Short and Long Term Disability 
  • Free Premium Membership to Care.com with preloaded credits to support adult and child care needs
  • Employer Discounts
  • Relocation Assistance*
  • Employee Referral Bonuses up to $7,500*

*for eligible hires and positions

Learn more about Saint Joseph Hospital and its awards and recognitions here:Saint Joseph Hospital.


Our commitment to serve the common good is delivered through the dedicated work of thousands of physicians advanced practice clinicians nurses and staff; through clinical excellence delivered across a system of 140 hospitals and more than 2200 care centers serving 24 states.


Responsibilities

Job Summary / Purpose

The Staffing Coordinator for the CHI Saint Joseph Health Staffing Center is responsible for scheduling and deployment of contingency staffing to meet the patient care needs.  The Coordinator will proactively identify staffing vacancies and work to identify a resolution. The Coordinator will be responsible for collecting data and running reports in the schedule software.  Prepare data for management to present to stakeholders. The Coordinator is also responsible for time and attendance, ensuring proper pay practices is followed as defined per policy.  This position will coordinate schedules for multiple facilities and act as the representative for designated routine matters.  She/he must be able to function independently, organize, prioritize, work well under pressure and deal effectively with all levels within and outside of the organization.

Essential Key Job Responsibilities

  • Communication:
  • Consistently answers the telephones promptly and courteously.
  • Effectively answers customers’ questions.
  • Meets and greets the public in a friendly and professional manner.
  • Establishes and maintains positive working relationships.
  • Effectively works to resolve customer conflicts and complaints.
  • Keep nurse managers informed of unfilled shifts and call-ins.
  • Records and relays all messages accurately and timely.
  • Sends and receives E-MAIL and facsimiles

  • Staffing/ Scheduling:
  •  Provides nurse managers with a plan sheet and assists in the perpetration of their four week schedule.
  •  Assigns and reassigns shifts utilizing all available resources.
  • Enters schedule consistently and accurately in the scheduling system within unit specific timeframes.
  • Maintains staffing sheets utilizing available resources, relating to staffing adjustments.
  • Adheres to unit specific policies regarding Summer and Winter Holidays.
  • Adheres to hospital specific policy in regards to call off staff during low census times.
  • Adheres to standard work flow for shift workflow and procedures.
  • Edits staffing and enters data in scheduling system following standard work ensuring accuracy.
  • Reviews all schedules and alerts nurse manager to critical staffing needs.
  • Validates current census and staffing adjustments with clinical contacts utilizing staffing software.
  • Reviews house- wide staffing and prepares tentative staffing for clinical contact to review and approve.
  • Follows escalation procedures for day- of- staffing issues or critical staffing needs situations.
  • Performs day- of and proactive recruitment calls to all core and contingent clinical staff.
  • Review final schedules and provide recommendation to managers and schedulers.
  • Monitor open shift scheduling to ensure appropriate coverage and deployment.
  • Performs other duties as assigned.

  • Information Management:
  • Utilizes the staffing matrix as a guideline when making staffing decisions and adjusts staffing accordingly.
  • Consistently maintains & keys daily changes in the scheduling system- in a timely manner.
  • Consistently completes and send the shift staffing summary report at established times with no errors.
  • Consistently maintains the low census data log & discrepancy log, follows through appropriately.
  • Effectively works to resolve customer conflicts and complaints.
  • Consistently documents on any applicable phone log as needed.
  • Accepts all staffing absence calls with real time data entry into the scheduling system.
  • Report to Executive leadership on effectiveness of schedule creation and status of upcoming staffing.
  • Run routine reports in order to identify gaps in staffing and ensure staffing best practices.
  • Performs other duties as assigned.

  • Budget:
  • Staff units according to their staffing matrix, flexing staff when appropriate.
  • Demonstrates fiscal responsibility, ensuring that units are staffed based on correct utilization of matrix.
  • Consistently monitors unit staffing to avoid staffing overages.
  • Consistently enters accurate data in employee timecard to prevent error in payroll.
  • Performs other duties as assigned.

  • Payroll:
  • Consistently follows payroll practices and guidelines as relates to Kronos and Smart Square.
  • Follow up with appropriate managers to ensure that all payroll changes are correct if applicable.
  • Performs other duties as assigned.

Qualifications

Minimum Qualifications

Required Education and Experience 

High School Diploma or equivalent

4 years of applicable experience without a Bachelor’s Degree, 2 years of applicable experience with a Bachelor’s Degree.

Required Licensure and Certifications

None

Required Minimum Knowledge, Skills, Abilities and Training

Exceptional customer service and conversational skills is required. Excellent written and oral communication skills required. Knowledge of medical terminology and patient placement required. Minimum 2 years acute care setting required. Knowledge of medical terminology and patient placement required. Excellent oral and written communication skills required. Excellent Excel and Word skills required. Must have attention to detail and maintain a positive working relationship with peers and managers. Must have strong relationship building skills and the ability to make and use connections throughout CHI Saint Joseph Health to complete projects and maintain strong partnerships with other departments. Must have strong initiative and be able to gather and analyze information skillfully and be able to brainstorm alternative resources and directions. Must be able to break down complex tasks into manageable parts in a systematic, detailed way and considers input from several sources. Must be detail orientation in gathering relevant data while attending to essential details; checks work for accuracy and quality. Must be able to problem-solve by identifying and resolving problems in a time manner, as well as develop alternative solutions when needed. Must have great flexibility and the ability to continually look for ways to make appropriate adjustments and changes – rather than identifying why things cannot be accomplished – in order to meet to the changing needs of CHI Saint Joseph Health and the Patient Experience Department. Ability to operate multi-line telephone system, computer, email, electronic equipment, calculator, copy machine/fax/scanner, office equipment. Ability to speak and communicate clearly. Perform on a daily basis: reading, writing, basic math, analyzing data, finding solutions, and working with confidential information. Ability to work under time pressure and at a rapid pace. Adequate conversational English is required in order that the individual be able to take direction from management, understand how to complete job tasks, communicate adequately with patients and co-workers as necessary, understand and follow safety guidelines, and organizational policies. Must have strong working knowledge Microsoft Office products, especially Word, Excel and PowerPoint. Must have the capacity to learn other relevant systems and databases, as needed. Must be able to navigate multiple computer programs and transcribe notes while providing exceptional customer care via the telephone, and assign staff appropriately.

Unless directed by a Collective Bargaining Agreement, applications for this position will be considered on a rolling basis. CommonSpirit Health cannot anticipate the date by which a successful candidate may be identified.

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Depending on the position offered, CommonSpirit Health offers a generous benefit package, including but not limited to medical, prescription drug, dental, vision plans, life insurance, paid time off (full-time benefit eligible employees may receive a minimum of 14 paid time off days, including holidays annually), tuition reimbursement, retirement plan benefit(s) including, but not limited to, 401(k), 403(b), and other defined benefits offerings, as may be amended from time to time. For more information, please visit https://www.commonspirit.careers/benefits.

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Equal Opportunity

CommonSpirit Health™ is an Equal Opportunity/Affirmative Action employer committed to a diverse and inclusive workforce. All qualified applicants will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, marital status, parental status, ancestry, veteran status, genetic information, or any other characteristic protected by law. For more information about your EEO rights as an applicant, please click here [PDF].

CommonSpirit Health™ will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing, or action, including an investigation conducted by the employer, or (c) consistent with the contractor’s legal duty to furnish information. 41 CFR 60-1.35(c). External hires must pass a post-offer, pre-employment background check/drug screen. Qualified applicants with an arrest and/or conviction will be considered for employment in a manner consistent with federal and state laws, as well as applicable local ordinances, ban the box laws, including but not limited to the San Francisco and Los Angeles Fair Chance Ordinances. If you need a reasonable accommodation for any part of the employment process, please contact us by telephone at (415) 438-5575 and let us know the nature of your request. We will only respond to messages left that involve a request for a reasonable accommodation in the application process. We will accommodate the needs of any qualified candidate who requests a reasonable accommodation under the Americans with Disabilities Act (ADA). CommonSpirit Health™ participates in E-Verify.