Staffing Timekeeping Specialist

Hello humankindness 

Located conveniently in the heart of Phoenix, Arizona, St. Joseph's Hospital and Medical Center is a 576-bed, not-for-profit hospital that provides a wide range of health, social and support services.  Founded in 1895 by the Sisters of Mercy, St. Joseph's was the first hospital in the Phoenix area. More than 125 years later, St. Joseph's remains dedicated to its mission of caring for the poor and underserved.

We are extremely proud to be a nationally recognized center for quality quaternary care, medical education and research. St. Joseph's includes the internationally renowned Barrow Neurological Institute, Norton Thoracic Institute, Cancer Center at St. Joseph's, Ivy Brain Tumor Center, and St. Joseph's Level I Trauma Center (which is verified by the American College of Surgeons). The hospital is also a respected center for high-risk obstetrics, neuro-rehabilitation, orthopedics, and other medical services. St. Joseph’s is considered a sought-after destination hospital for treating the most complex cases from throughout the world. Every day, approximately 20 percent of the hospital’s patients have traveled from outside of Arizona and the United States to seek treatment at St. Joseph’s.

U.S News & World Report routinely ranks St. Joseph's among the top hospitals in the United States for neurology and neurosurgery.  In addition, St. Joseph's boasts the Creighton University School of Medicine at St. Joseph's, and a strategic alliance with Phoenix Children's Hospital.

St. Joseph's is consistently named an outstanding place to work and one of Arizona's healthiest employers. Come grow your career with one of Arizona's Most Admired Companies.

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For the health of our community ... we are proud to be a tobacco-free campus.

Job Summary:

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 Dignity 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.
 
Responsibilities:

• 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.
• Receives/gathers staffing data, on an ongoing basis, from work units (e.g. House Supervisor, Charge RN) to forecast/validate staffing needs.
• 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.
• 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.) 
• 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.
• Validates and maintains documentation on staff and temporary staff in appropriate IT systems. Maintains employee database in automated staffing system, entering and updating information in a timely manner.
• 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.
• Performs timekeeping duties to include editing and auditing functions utilizing the electronic scheduling/timekeeping system as needed. Accurately enters data into the electronic timekeeping/scheduling software including accurate entry of employee time into the timekeeping system to include special pay programs.
• Acts as a subject matter expert on the timekeeping/scheduling software utilization. 
   

Minimum

Education and Experience:

• Bachelors degree or
• Five (5+) years of experience

Knowledge, Skills and Training:

• Strong time management skills with the ability to complete time sensitives tasks
• Proficient phone navigation skills, communication skills, and ability to multitask.
• Strong interpersonal communication and professional conduct with internal and external customers.
• Ability to provide positive customer service and effective verbal/written communication and active listening skills.
• Ability to solve practical problems and deal with a variety of concrete variables.
• Ability to learn and utilize new technology.