Staffing Specialist

Essential Job Duties and Responsibilities

• Collaborates with unit-based leaders to adjust staffing levels in response to call-ins.

• Works with Assistant Directors of Clinical Operations (ADCOs) to assess unit needs in real-time and reallocate staff as needed; notifies staff of changes or new assignments.

• Assists unit leaders in balancing 6-week staff schedules prior to publishing.

• Contacts staff to address unanticipated coverage needs in coordination with unit leaders.

• Partners with CNO or Nurse Managers to monitor team leader staffing utilization patterns.

• Posts open shifts using the scheduling software platform and updates shift availability in real time.

• Maintains accurate records of all schedule changes using designated software.

• Collaborates with CNO and ADCOs to track and manage sitter utilization.

• Reviews all requests for incentives and travel staff; ensures submissions are accurate and complete before forwarding to the approval team.

• Coordinates with unit leaders, DCARE team, and ADCOs to understand and address staffing-related bed closures; works to obtain appropriate staff to reopen units.

• Supports overflow unit operations by ensuring adequate staffing or appropriate resource reallocation.

• Follows fiscal responsibility guidelines when reducing staff during low-census periods.

• Assists Resource Team leadership with non-clinical administrative tasks (e.g., payroll corrections, compliance tracking, schedule audits).

• Maintains strict patient confidentiality and complies with HIPAA regulations.

Licenses and Certifications

• None required.

Skills and Abilities

Language Skills

• Ability to read and interpret documents such as policy manuals, safety rules, and instructions.

• Ability to write routine reports and correspondence clearly and professionally.

• Strong verbal communication skills required.

Mathematical Skills

• Proficient in basic math functions: addition, subtraction, multiplication, division.

• Ability to calculate ratios, percentages, and interpret simple graphs.

Reasoning Ability

• Strong critical thinking skills and sound judgment.

• Ability to assess and respond to changing staffing needs.

• Capable of interpreting and acting on oral, written, diagrammatic, and schedule-based instructions.

Computer Skills

• Ability to enter, retrieve, organize, and analyze staffing data.

• Proficient in or able to learn scheduling software and electronic health record (EHR) systems.

Physical Demands

• Regularly required to sit, walk, stand, reach, talk, and hear.

• Must be able to lift up to 10 pounds regularly, and up to 50 pounds occasionally.

• Visual acuity requirements include close vision, color vision, and the ability to adjust focus.

Work Environment

• Occasional exposure to mechanical equipment, fumes, chemicals, infectious diseases, or radiation.

• Noise level is generally moderate.

• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Additional Requirements

Mental and Emotional Demands

• Must handle multiple priorities and make decisions under pressure.

• Ability to work in proximity to others and in occasionally distracting environments.

• Must manage stress and emotional situations professionally.

Compliance and Regulatory

• Required to adhere to all applicable laws, regulations, and healthcare standards including but not limited to HIPAA, The Joint Commission, state and federal health guidelines, and internal policies.

• Required to practice standard precautions and support infection control policies (e.g., hand hygiene, safety protocols).

Telecommuting

• This position does not allow for telecommuting.

Driving

• Frequent driving is not required; no annual motor vehicle record check needed.