Staffing and Scheduling Clerk

This opportunity at Tewksbury Hospital offers a dynamic and mission-driven environment for administrative professionals who thrive in fast-paced healthcare settings. As a Clerk IV Staffing and Scheduling Clerk, you will play an essential role in supporting hospital operations by coordinating the nursing department in the area of staff scheduling, maintaining accurate scheduling systems, and ensuring seamless communications. This position is ideal for someone who enjoys being at the center of operations—balancing logistics, communication, and attention to detail to help ensure patients receive timely and coordinated care.

In this role, you will contribute to the daily efficiency of a critical state-operated healthcare facility, supporting both clinical and administrative functions. You will gain exposure to healthcare operations, scheduling systems, and interdepartmental coordination while building strong relationships with staff across multiple disciplines. Candidates who are organized, detail-oriented, and committed to confidentiality and service excellence will find this role both rewarding and impactful, with opportunities to grow within the Commonwealth’s healthcare system.

Schedule:  This position is a 37.5 hour position.  Monday through Friday from 8:00 am to 4:00 pm with Saturday and Sunday Off.

Duties and Responsibilities (these duties are a general summary and not all inclusive): 

• Assists Nursing Department in generating and maintaining schedules on a daily basis by inputting information for all shifts and units.  This includes daily worksheets and needs lists.  Prepares monthly/master schedules with direction from Staffing Coordinator (PC III) and Staffing and Scheduling Supervisors.

• Assists in assessing staffing needs and functions in procuring staff for those needs.  This includes soliciting overtime, extra time or agency coverage as authorized.

• Assists time approver in reviewing time submission, use of appropriate time codes, missing swipes, and leave time entry.

• Fields questions from employees in need of SSTA agency related time reporting processes. In collaboration with Human Resources, provides training to the Nursing Department on the elements of Self-Service Time and Attendance.

• Acts as liaison between Nursing staff and the Human Resources Department regarding payroll issues.

• Assists in the administrative hiring process for clinical positions. May assist in the MassCareers/Hiring Process.

• Contacts Nursing staff to solicit volunteers for authorized overtime and notifies employees of approved overtime and extra time.

• Works with Staffing and Scheduling Supervisors to ensure nursing coverage for all shifts.

• Notifies employees of and tracks approved and denied leave requests.

• Answers telephone calls, takes sick calls and adjusts schedules accordingly, finding replacement staff when needed.

• Works with Training and Development Department to schedule and track classes for Nursing Department

• Distributes Nursing schedules to all units and departments.

• Creates documents in Excel, Microsoft Word and Access as needed

• Provides support to the CNO as needed, including data collection

• Assists with CMS submissions as needed.

• Maintains documentation to ensure Joint Commission and CMS standard compliance for non-HRCMS staff.

• Performs other related duties as assigned. Coordinate with Administrative Secretaries in terms of Hiring New Nursing staff & Personnel. Process Bid Book, Personal Intake Form, Personal Exit Form, Meditech, Meta, Omnicell & Key Requests.

• Secures Protected Health Information (PHI) by use of envelopes, shredding and locking paper with information when not in office, secure password.

• Secures Department Head approval prior to disseminating any information requests.

• Prepare requisitions according to standard procedures to replenish supplies.

• Perform related duties as neede