Nurse Scheduling Operations Specialist

4 weeks ago

Brockton, Massachusetts, United States Boston Medical Center (BMC) Full time
Job Summary

The Nurse Scheduling Operations Specialist plays a critical role in the administrative and financial management of nursing departments at Boston Medical Center (BMC). This position is responsible for supervising, coordinating, and monitoring administrative and financial records, as well as maintaining all scheduling functions for department staff.

Key Responsibilities
  • Manage BMC's time and attendance software in collaboration with unit managers and schedulers.
  • Coordinate timelines for staff schedules with staff and managers for upcoming schedules.
  • Ensure that schedules are accurately displaying in the time and attendance software by making daily schedule alterations.
  • Facilitate the defined process for schedule preparation, schedule posting, daily staffing sheets, and exception logs.
  • Track and collect employees' hours; review employee hours against the scheduled time to work, track leaves and vacation/sick time for nursing and mental health specialists.
  • Ensure that staff are coded to their specific assigned role on any given shift, including charge, preceptor, orientation, and training pay codes.
  • Update weekly timesheets for manager/director review, and in the absence of manager/director, submit timesheets to the Payroll Department.
  • Serve as the first point of contact for payroll questions and corrections for all department employees.
  • Work with managers and staff to resolve employee payroll issues, drawing on appropriate BMC resources.
  • Collaborate with the department's educators in creating an orientation schedule for all new staff.
  • Schedule all mandatory trainings for staff.
  • Work in collaboration with departmental educators in maintaining departmental educational manuals and records.
  • Assist with the preparation of staff personnel records for regulatory review.
  • Provide backup support for other administrative staff during breaks and time out of the office.
  • Assist with project management and follow-through.
  • Participate in quality improvement teams as required.
  • Deal discreetly with confidential information concerning professional and patient issues, including correspondence, test results, billing data, etc.
  • Create reports, spreadsheets, presentations, and other correspondence requested.
  • Plan, organize, and coordinate departmental receptions, meetings, or functions, obtaining assistance as necessary.
  • Maintain open communication lines with other departments.
  • Act as liaison with internal and external customers.
  • Meet hospital-wide standards in the following areas:
    • Conform to hospital standards of performance and conduct, including those pertaining to patient rights, so that the best possible customer service and patient care is provided.
    • Utilize hospital's cultural beliefs as the basis for decision making and to support the hospital's mission and goals.
    • Follow established hospital infection control and safety procedures.
Requirements
  • Bachelor's degree or equivalent combination of education and experience.
  • At least three years minimum experience in a similar office setting.
  • Competence in Microsoft Office applications.
  • Previous experience using Kronos time and attendance software preferred.
Knowledge, Skills & Abilities
  • Requires strong organizational, interpersonal, and communication skills.
  • Must effectively communicate both verbally and in writing in a highly professional manner.
  • Requires strong computer proficiency with Microsoft Office applications—Word, Access, Excel, PowerPoint; E-mail. Web/Internet. Ability and willingness to become proficient in other applications, including Kronos and Workday.
  • Flexibility, excellent interpersonal skills, project coordination experience, and the ability to work well with all levels of internal management and staff, as well as with outside clients and vendors.

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