Join our award-winning team at University of Washington Medical Center (UWMC). Among the top medical centers in the United States, and ranked as the number 1 hospital in Washington State, as rated by U.S. News & World Report 2019-2020 "America's Best Hospitals", UWMC prides itself on compassionate patient care as well as its pioneering medical advances. UWMC is operated by the University of Washington (UW) and serves as a training site for UW’s School of Medicine.
The University of Washington is proud to be one of the nation’s premier educational and research institutions. Our people are the most important asset in our pursuit of achieving excellence in education, research, and community service. Our staff not only enjoys outstanding benefits and professional growth opportunities, but also an environment noted for diversity, community involvement, intellectual excitement, artistic pursuits, and natural beauty. As an employee, you will enjoy generous benefits and work/life programs. For a complete description of our benefits for this position, please click here..
The UWMC Resource Management Center has an outstanding opportunity for a FIXED DURATION APPOINTMENT, MEDICAL STAFFING COORDINATOR (Program Coordinator)(Full-Time/Day Shift). The Staffing Coordinator works within the Resource Management team to provide Patient Care Services staffing, inpatient float pool and/or allocating float staff. This person provides scheduling and hiring of clinical healthcare classified, per diem, and supplemental staff from external agencies/travelers. This person also monitors licensure, certification, and registration of professional and assistive personnel.
The Coordinator is responsible for employee staffing, and scheduling of Resource Team staff. Compiles and maintains documentation of staffing, scheduling, and resource utilization. Ensures accurate entry of schedules and assignments into Kronos Advanced Schedule software. Competitive candidates will exhibit clear and concise communications skills, both verbal and written; have in-depth knowledge of payroll; have experience with scheduling software; and have experience processing and reconciling invoices.
Primary Job Responsibilities include: •Systematically collect census, staffing requirements, and projected number of admissions from charge nurses to project resource needs and assigns available staff according to established agreements. •Demonstrate effective communications with charge nurses, NM, co-workers, patient flow supervisors and Resource Team staff. •Demonstrate effective utilization and cancellation of staff during low census periods. •Demonstrate flexibility, organization and is able to function effectively in stressful situations. •Demonstrate creativity, initiative, and critical thinking to solve staffing problems. •Coordinate scheduling for specific Resource Team work group(s) ensuring schedules meet defined parameters. •Ensure Kronos schedules for Resource Team are accurate, reflect time worked, and unit assignment. •Provide customer service to Resource Team and Agency supplemental staff and/or refers to Resource Team leadership for questions regarding scheduling, payroll, or staffing related operations. •Demonstrate proficiency using technology related to Staffing Office Operations (Kronos, Lawson, Electronic Census Board, Printers, Excel docs, P-Touch, email, intranet websites, etc). •Identify and report actual or potential errors or issues related to Staffing Office operations. • Monitor licensure per protocol and demonstrates collaborative problem solving with various department and Resource Team supervisory personnel to ensure compliance with regulatory requirements. •Coordinate various Resource Team projects as assigned to promote effective and efficient department operations
Payroll Duties: •Collaborate with local agencies to resolve issues with supplemental staff assigned to UWMC i.e. scheduling, behavioral, attendance, etc. •Insure that time sheets for local agency staff are accurate, complete, and comply with contractual agreements. •Process invoices for supplemental staff from local agencies, and travelling companies, in compliance with contractual agreements. •Insure that invoices are submitted, reconciled, and paid in a timely manner. •Resolve billing issues with external agencies, and travelling companies. •Maintain a system for verifying that personnel are currently licensed to provide care. •Maintain current list of all Patient Care Services staff required to be licensed, registered or certified. •Monitor staff for current license, certification, and registration. •Audit, periodically, credential status of agency personnel against agency records. •Maintain list of credentialed agency staff. •Verify agency personnel are currently credentialed. •Maintain payroll system to assure appropriate staff compensation. •Insure time sheets for Resource Team are accurate, reflect time worked, and unit assignment. •Insure that hours worked are accurately documented for local agency staff, and travelers. •Process invoices for local agency and travelers. •Insure that invoices are submitted, reconciled, and paid in a timely manner. •Maintain database, and billing records for audit purposes. •Explain payroll policies, procedures, and contractual requirements to Resource Team staff, and supplemental staff from local agencies, and travelling companies. •Resolve payroll discrepancies with UWMC payroll department. •Provide support for Resource Team/supplemental staff program. •Orient Resource Team to scheduling, staffing, and payroll operations. •Serve as a personnel/payroll/systems resource to Resource Team. •Schedule orientation of Resource Team staff with unit managers. •Monitor monthly performance summaries for Resource Team members. •Monitor JCAHO/OSHA requirements for Resource Team, and supplemental staff from local agency. •Monitor annual evaluations of Resource Team, and local agency staff. •Insure that 24 hour transportation (house orderly) coverage is available. •Schedule transporters to insure that coverage is available. •Provide on site leadership to transporters i.e. personnel, behavioral, equipment issues. •Develop and maintain a system for monitoring resource allocation, and utilization. •Insure that data regarding resource allocation and utilization is accurate; data is utilized by general accounting and financial services to charge patient care units for resources utilized. •Maintain records of invoices from supplemental staffing agencies.
Timekeeper Competencies: •Exhibit organization of pay practice references, guidelines; assimilates new learning into future practice. •Demonstrate processing time cards based on established guidelines and in compliance with governing contracts. •Assign work rule transfers appropriately considering employee pay rule and eligibility. •Demonstrate ability to independently navigate and manage KRONOS widgets. •Demonstrate ability to reconcile absences, missed punches and overtime exceptions; documenting record accurately in Kronos. •Demonstrate competency printing various Kronos reports and utilizing KRONOS Exception Logs. •Demonstrate competency referencing daily staffing assignment sheets and KRONOS exception log to resolve time card exceptions. •Demonstrate competency utilizing firstname.lastname@example.org to effectively manage differentials, premiums owed to employees. •Demonstrate ability to manage employee leave time in reference to established policies and procedures. •Demonstrate ability to provide new employee department orientation to KRONOS. •Demonstrate ability to locate and effectively utilize resource information from Human Resources, Labor Relations and Payroll Services. •Demonstrate ability to perform scheduling duties in KRONOS Advanced Scheduler. •Demonstrate ability to perform basic Staffing and other clerical functions. •Demonstrate ability to effectively communicate to internal customers and appropriate escalation to leaders when necessary. •Demonstrate understanding of role boundaries and practices within scope of practice.
Desired Skills •Bachelors Degree •Experience with Kronos
Founded in 1861, the University of Washington is one of the oldest public institutions in the west coast and one of the preeminent research universities in the world. The University of Washington is a multi-campus university comprised of three different campuses: Seattle, Tacoma, and Bothell. The Seattle campus is made up of sixteen schools and colleges that serve students ranging from an undergraduate level to a doctoral level. The university is home to world-class libraries, arts, music, drama, and sports, as well as the highest quality medical care in Washington State and a world-class academic medical center. The teaching and research of the University’s many professional schools provide undergraduate and graduate students the education necessary toward achieving an excellence that will serve the state, the region, and the nation. As part of a large and diverse community, the University of Washington serves more students than any other institution in the Northwest.