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About the Role

Assumes responsibility for and participates in all phases of the Nursing Department scheduling system to maintain day-to-day operations of the staffing office, reflecting excellence in organizational and communication skills. Participates as an editor in the payroll system to ensure accuracy of staff time cards.

Responsibilities

• Coordinates and reviews the ANSOS computer schedule system for each nursing unit with the unit master schedule, then updates the daily profile sheets for efficiency and accuracy.
• Updates and reports discrepancies in the schedule to the Nurse Manager of the unit and the Staffing office Supervisor.
• Maintains and prepares daily staffing worksheets for each shift and updates for accuracy.
• Prints daily worksheets, generating sheets 5 days in the future to anticipate staffing needs.
• Contacts staff and Per Diem RN’s, LPN’s, NA’s and USY’s to cover vacancies, sick calls and vacations.
• Records on the staffing call log sheet, assigning to appropriate unit.
• Completes accurate assigning of all staff including MOT as reflected on profile sheets and enters this into ANSOS System.
• Tabulates census per unit per shift and enters into workload data of the ANSOS System.
• Utilizes the Totals census on all units and enters on the daily worksheet for each shift.
• Enters four-week time cycles of the Nursing units and addresses discrepancies with the Nurse Manager.
• Assists Staffing Manager/Administrative Nurse Manager in placement of qualified staff to appropriate units.
• Coordinates and updates the staffing process to reflect changes in the scheduling system.
• Maintains LOA grid and updates as necessary.
• Maintains and updates 1199 mandatory overtime list of nursing assistants and unit secretaries.
• Generates biweekly process of accurate scheduling of Code Stat list and distributes to all nursing units.
• Maintains office supplies on a regular basis to ensure adequate inventory.
• Distributes payroll checks to individuals in the nursing department as necessary.
• Types, files and copies as directed by the Director of Nursing Resources and Administrative Nurse Managers.
• Collaborates with Managers/Clinical Coordinators regarding monthly schedules.
• Generates daily schedule for each nursing unit for manager to review.
• Projects staffing needs for the month and week, makes calls to cover vacancies.
• Enters staffing and time card changes in the ANSOS system and the API system daily.
• Checks and edits all time clocking for accuracy on a daily basis.
• Prints monthly schedules for each unit in the format requested by Nursing Manager/Clinical Coordinator.
• Assists in the calculation and tabulation of monthly mandatory overtime and dependability data for each unit.
• Administers and maintains the Nursing Department ANSOS System.
• Demonstrates knowledge of nursing units’ position control report to assist in assigning DCPOS position numbers to all new employees and interdepartmental transfers as requested by Director of Nursing Resources.
• Assists in completing data entry of all new hires into controller module of the ANSOS System.
• Logs and enters monthly license expiration and certification information and follow up to ensure all licenses and certifications are accurate.
• Enters all approved annual vacations in the long-term request section for the controller module for all nursing staff.
• Maintains status changes of nursing staff in the ANSOS System.
• Maintains appropriate communication information according to department and hospital goals and policy.
• Screens and refers all incoming telephone calls and ensures that accurate and timely communication is facilitated and that the department/hospital is presented in a positive and courteous manner.
• Answers telephone in a timely and courteous manner, identifying self and department at all times.
• Records accurate information regarding staffing schedules and enters into the scheduling system.
• Responds promptly and accurately to staffing inquiries, and based upon personal knowledge routes to appropriate department/manager.
• Promotes a safe and efficient working environment by adhering to hospital and departmental policies and procedures.
• Adheres to Infection Control and Quality Assurance Policies and Procedures at all times.
• Maintains appearance of work areas according to department standards at all times.
• Adheres to all safety regulations reporting any variances to supervisor immediately.
• Attends and actively participates in all in-services as required.
• Reports immediately all incidents, irregularities, unsafe conditions, equipment, and/or unusual occurrences to supervisor.
• Adheres to the VBMC SPIRIT principles 100% of the time.
• Displays a caring and courteous attitude and represents the medical center in a positive manner.
• Promotes and contributes positively to intra-departmental and inter-departmental relationships.
• Maintains the confidentiality of employees and departmental information.
• Adheres to departmental and medical center dress codes and wears a VBMC picture identification badge, 100% of the time.
• Demonstrates willingness to assist co-workers and/or to accept additional assignments as requested to support organizational needs.
• Responds to all requests for information and assists in a timely and courteous manner.
• Demonstrates a high level of mental and emotional tolerance and even temperament when dealing with people; uses tact, sensitivity and sound judgment at all times.

Requirements

• Requires a minimum of one and up to three years of experience, which require secretarial/computer and interpersonal skills.
• Good working knowledge of office equipment and Microsoft applications.

Skills

• Secretarial skills
• Computer skills
• Interpersonal skills
• Office equipment knowledge
• Microsoft applications knowledge
• Organizational skills
• Communication skills

Location

• Poughkeepsie, New York

Work Type

• Full-time

Experience Level

• 1-3 years

Education Level

• One (1) year of college or specialized post high school training in computers/secretarial skills.

Salary/Compensations

• $19.54 - $37.94 Hourly

Benefits

• Inspire professional growth
• Support a philosophy of shared decision-making

About the Company

• At Nuvance Health, we enjoy the benefits of a two-state system as we cultivate an inclusive culture where everyone feels welcomed, respected and supported.
• Vassar Brothers Medical Center (VBMC) is a renowned, 349-bed regional medical center overlooking the Hudson River in Poughkeepsie, New York.
• As a tertiary teaching hospital and the healthcare leader in the Mid-Hudson Valley, we offer comprehensive, subspecialized medical, surgical, and obstetrical/gynecological services to the entire community.
• With strong hearts and open minds, we’re pushing past boundaries and challenging the expected, all in the name of possibility.
• We are neighbors caring for neighbors, working together as partners in health to improve the lives of the people we serve.

Equal Opportunity

• We cultivate an inclusive culture where everyone feels welcomed, respected and supported.