Staffing Coordinator - VUH Adult Float Pool - Variable Shifts

Discover Vanderbilt University Medical Center:  Located in Nashville, Tennessee, and operating at a global crossroads of teaching, discovery, and patient care, VUMC is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt’s mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization:

VUH Inpatient Float Pool

Job Summary:

Responsible for coordinating and managing the scheduling needs of a float pool team, ensuring adequate staffing coverage across multiple departments, units, or facilities. This position involves balancing employee availability, skill sets, and organizational requirements to create efficient and effective schedules. The Float Pool Department Specialist plays a critical role in maintaining operational continuity and promoting optimal patient care by ensuring appropriate staff placement.  

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Position Overview:
This position plays a key role in ensuring that clinical staff (Registered Nurses, Care Partners, and Sitters) are appropriately assigned across 37 (plus) units during each shift, contributing to a safe and efficient healthcare environment. This critical function is vital for delivering excellence in patient care throughout our hospital.

This dynamic position requires strong critical thinking skills, computer proficiency, a proven ability to prioritize tasks, adapt, and multitask especially when challenging situations arise. Demonstrating professionalism, effective communication, and time management skills are essential when responding to multiple emails, phone calls, creating new orientee schedules, six-week schedules as well as entering all schedules into our workforce management program. Additional tasks are assigned as needed by VUH float Pool leadership.

POSITION SHIFT/HOURS:

This position DOES NOT provide set schedules. This position requires variable shifts in which there will be an opener and a closer per day (interchangeable). The shifts consist of four 10-hour shifts per week, totaling a 40-hour work week. Hours are determined based on need within the office hours of the department. Hours are as follows:

Opening shifts:  Monday- Friday (on-site) Open: 2 a.m. - 11 a.m.

Closing Shifts: Monday - Friday (on-site) Close: 9:30 a.m. - 8 p.m.

Weekend and Holiday shifts are remote: Weekend Split Shifts Open: 2 a.m. - 8 a.m. and Close 2 p.m. - 8 p.m.

Preferred Qualifications:

• Previous staffing/administrative experience is preferred
• Hospital setting experience is preferred
• Task oriented with attention to detail is required
• Intermediate computer skills. Microsoft Excel is required
• Ability to multi-task in a face paced healthcare environment
• Foundational grasp of hospital units (ICU verses Stepdown)
• Demonstrates professionalism and teamwork
• Proven track record of reliability and time management skills
• Effective communication skills
• Demonstrates strong willingness to learn and accept professional feedback
• Demonstrates emotional intelligence
• Proficiency in Kronos preferred (not required)

KEY RESPONSIBILITIES

• Optimizing the allocation of staff, including core nursing staff and agency employees ensuring adequate coverage across all units
• Partner with department managers, leadership, and educators to support workforce planning and staffing initiatives to include current and new staff members.
• Match float pool staff to assignments based on their skills, certifications, and preferences while adhering to organizational guidelines.
• Serve as the primary point of contact for float pool staff regarding scheduling inquiries, changes, and updates.
• Track and analyze scheduling patterns to identify opportunities for process improvement or forecast future staffing needs.
• Utilize scheduling software or tools, timecard management systems, and compliance systems to maintain records and track and run reports ensuring compliance of organizational policies.
• Maintains personnel files, compiles data, analyzes information and summarizes findings in support of Float Pool department to include managing staff attendance and preparing reports and other documentation as requested.<