Job Description

The manager assumes accountability and responsibility for the daily operations of the Central Staffing Office (CSO) in the Center for Patient Placement (CPP). Translates the philosophy, objectives, policies, and procedures of the hospital and patient care services into effective action. Ensures efficient and effective orientation and utilization of all inpatient unit-staffing activities for Unit Coordinators, Patient Care Safety Aides, Clinical Care Technicians, and Nursing Service Aides. Oversight of all staffing office procedures and supervision of all Staffing Office support staff; able to perform all duties of the Staffing Office Coordinator. Provides support to and works closely with the Director of Clinical Operations (Director) for monitoring and improving operating efficiency and financial performance CSO.

PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS:

• Supervises Staffing Coordinators, Float Pool Unit Coordinators, Float Pool Clinical Care Technicians & Nursing Service Aides.
•  Interviews, orients, evaluates, and counsels staff in conjunction with CPP Director and Human Resources
•  Provides workflow analysis and job performance coaching
• Conducts staff meetings and evaluates performance, providing staff with effective direction, guidance, and leadership for effective teamwork and motivation.
•  Manages monthly schedules and vacation processes for Staffing Coordinators, Float Pool Unit Coordinators, Float Pool Clinical Care Technicians and Nursing Service Assistants. Manages vacation processes for Unit Coordinators.
• Conducts Introductory Performance Reviews and Annual Performance
• Appraisals for Float Pool Unit Coordinators, Nursing Service Assistants and Staffing Coordinators.
• In conjunction with the Director, designs and implements databases for the tracking of statistical data. Assists in performance measurement/operational/process improvement studies and related special projects. Recommends and implements changes to improve operational efficiency. Performs or supervises the production of a variety of standard and special reports. May plan and implement new or revised mechanisms for monitoring staffing services.
• Manages administrative activities and systems, which support the departments’ staffing work. This includes:
• Oversight of calendar/spreadsheet programs used to track staffing and licensure for Registered Nurses and Licensed Practical Nurses.
• Provides accurate reporting and required information so documents are submitted in a timely manner
• Coordinates and performs supplemental staffing activities in conjunction with nursing units in a safe, timely and effective manner. This includes arranging coverage for vacation, ill time, leaves of absence and vacancies.
• Oversees compliance for Employee Health Requirements.
• Assists in maintaining departmental reports as requested.
• Performs payroll/budget-related activities as designated by the Director/Director of Finance.
• Collaborates with Clinical Nursing Directors and Human Resources to update and maintain Master Disaster List.
• Serves as liaison to information systems to coordinate manual procedures when information system is off-line.
• Assess supplies and orders as appropriate.
• Serves as liaison between the Staffing Office and inpatient areas. Ensures/provides guidance to float pool staff in and departmental policies and procedures.
• May assist Director in the ongoing analysis of the department's organizational clinical structure and job design. Makes recommendations, plans and implements changes to improve the utilization of resources and organizational performance.
• Ensures staffing office customers and visitors are greeted promptly.
•  Maintains collaborative team relationships with peers and colleagues in order to effectively contribute to the working group's achievement of goals, and to help foster a positive work environment.
• Performs other similar job related duties as required or directed.

Qualifications

•  Computer literacy required, including proficiency with relational databases (such as Kronos/Lawson), familiarity with word-processing programs and electronic spreadsheets, and able to learn new applications.
• Excellent organizational and interpersonal skills required.
• Ability to maintain sensitive and confidential medical information.
•  Analytic and quantitative skills are needed to design and produce financial and clinical reports to make resource-planning decisions.
• Ability to work both independently and as a team member.

EDUCATION:

• Level of knowledge generally obtained through completion of two years of college in Business Administration or a related area.
• Associate's Degree required
•  Bachelor's Degree preferred

EXPERIENCE:

• Two to three years’ supervisory experience in a healthcare environment including staff training and development, job coaching and evaluation.
• An equivalent combination of education and experience, which provides proficiency in the areas of responsibility listed above, may be substituted for the above education and experience requirements.

ORGANIZATIONAL RELATIONSHIPS:

•  Interacts with faculty and support staff, patients and families, and a wide variety of administrative personnel
•  Supervises Staffing Coordinators, Float Unit Coordinators, and Nursing Service Assistants: Interviews, trains, evaluates, and counsels staff in conjunction with the Director and Human Resources.
•  Supervises Patient Care Safety Aides and Float Clinical Care Technicians: Interviews, creates orientation schedules, evaluates, and counsels staff in conjunction with Clinical Nursing Directors and Human Resources.
•  Maintains status as an effective liaison with a variety of staff and management in various departments and functions, such as Patient Care Services Administration, Human Resources, Inpatient Care Units, Purchasing, Maintenance, etc.

WORKING CONDITIONS/PHYSICAL DEMANDS:

•  Works in an office and/or outpatient clinic settings.
• May require long periods of sitting or standing.
• Handle emergency and crisis situations.

Additional Information All your information will be kept confidential according to EEO guidelines.

AMERICANS WITH DISABILITIES STATEMENT:

Must be able to perform all essential functions of this position with reasonable accommodation if disabled.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed, as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. Tufts Medical Center reserves the right to modify position duties at any time, to reflect process improvements and business necessity.

COVID-19 POLICY:

Please note that effective October 1, 2021, as a condition of employment at Tufts Medical Center, all employees and new hires must have received their complete dose of the COVID-19 vaccine, unless they have been granted an exemption.