Staffing-Timekeeping Specialist

CommonSpirit Health was formed by the alignment of Catholic Health Initiatives (CHI) and Dignity Health. With more than 700 care sites across the U.S., from clinics and hospitals to home-based care and virtual care services, CommonSpirit is accessible to nearly one out of every four U.S. residents. Our world needs compassion like never before. Our communities need caring and our families need protection. With our combined resources, CommonSpirit is committed to building healthy communities, advocating for those who are poor and vulnerable, and innovating how and where healing can happen, both inside our hospitals and out in the community.

Staffing-Timekeeping Specialist

Nights and every other weekend

Assumes shared accountability with local leaders and responsibility for overseeing, coordinating and facilitating comprehensive scheduling and real-time management of care delivery staff in all clinical areas during designated shifts (current and upcoming). Serves as subject matter expert on staffing and scheduling policies and practices. Assists hospital leaders in managing scheduling and timekeeping for direct care staffing. Enters and updates information in the enterprise-wide computerized scheduling/timekeeping system to maintain accurate staffing schedules and timekeeping data.  Work also includes maintaining the staffing plans which track staffing needs for a multiple-week timeline and adjusting staffing levels to meet changing patient demand and employee availability. Serves as the communication link between CHI Health facilities as it relates to staffing.

Work involves maintaining constant awareness of changing conditions with potential to impact staffing needs for the supported areas. Work is performed in accordance with established standards/guidelines that set forth the proportion of nursing staff to patients, with some judgment exercised matching employee competencies/skills to specific assignments.  An incumbent is required to handle multiple interactions simultaneously, with the need to respond quickly to shifting staffing needs/priorities.  Requires significant accuracy in maintaining and reconciling scheduling information. 

1. Develops and maintains 24-hour daily and master staffing plan, producing timely shift-specific schedules to sustain optimum and cost-effective staffing levels for nursing-related jobs based on established guidelines for the appropriate mix/number of staff for a specific work unit.
2. Receives/gathers staffing data, on an ongoing basis, from work units (e.g. House Supervisor, Charge RN) to forecast/validate staffing needs.
3. Adjusts staff coverage, following established procedures or union contract provisions, in response to changes in patient census, patient acuity and/or over-staffing of work unit; maintains awareness of admissions, patient status upgrades/downgrades and changes in bed count needs/availability to identify impact on staffing needs and current schedule.
4. Receives notification from employees who are looking for additional shifts or who are not able to report to work for assigned schedules (e.g. sick, FMLA, etc.)
5. Contacts unscheduled employees in the event of an actual or potential staffing shortfall; describes the specific need and asks employees to work; may negotiate shift swaps or other arrangements to encourage employees to accept shifts.
6. Contacts internal stakeholders (local/division float pools/external traveler coordinator) to make arrangements for daily or future temporary staff in response to identified needs.
7. Creates schedule audit reports for each unit to assist the leader in identifying where there are gaps in schedule and if staff are working up to their committed time.
8. Keeps unit managers and leadership up-to-date on progress made towards meeting planned and unanticipated staffing requirements; ensures leadership receives timely notification of issues so that appropriate action can be taken. Updated information can be obtained in a variety of ways, including phone communication, e-mail, web-based applications, and reports.
9. Validates and maintains documentation on staff and temporary staff in appropriate IT systems.
10. Maintains employee database in automated staffing system, entering and updating information in a timely manner.  
11. Keeps Agency/Traveler files up to date; enters/maintains data (e.g. assignment & hours worked, etc.) on temporary staff in automated staffing system.  Verifies Agency use to validate that charges are accurate.  Utilizes the accounts payable system to accurately code traveler invoices and validates billed hours do match the invoice.
12. Accurately enters data into the electronic timekeeping/scheduling software including accurate entry of employee time into the timekeeping system to include special pay programs. 
13. Performs timekeeping duties to include editing and auditing functions utilizing the electronic scheduling/timekeeping system as needed.
14. Acts as a subject matter expert on the timekeeping/scheduling software utilization.

Bachelor’s Degree in OR 5+ years of experience in a related field.