Staffing Coordinator - Nursing Staff Office - Vassar Brothers Medical Center

SUMMARY: Assumes responsibility for and participates in all phases of the Nursing 
Department scheduling system in order to maintain the day-to-day 
operations of the staffing office that reflects excellence in organizational
and communication skills. Participates as an editor in the payroll system to 
ensure accuracy of staff time cards.

RESPONSIBILITIES AND STANDARDS
Responsibility I- Staffing Office Activities
1. Coordinates and reviews the ANSOS computer schedule system for each nursing unit with the 
unit master schedule, then updates the daily profile sheets for efficiency and accuracy.
Updates and reports discrepancies in the schedule to the Nurse Manager of the unit and the 
Staffing office Supervisor.
1.1 Maintains and prepares daily staffing worksheets for each shift and updates for accuracy.
1.2 Prints daily worksheets, generating sheets 5 days in the future to anticipate staffing needs.
1.3 Contacts staff and Per Diem RN’s, LPN’s, NA’s and USY’s to cover vacancies, sick calls 
and vacations. Records on the staffing call log sheet, assigning to appropriate unit.
1.4 Completes accurate assigning of all staff including MOT as reflected on profile sheets and 
enters this into ANSOS System.
1.5 Tabulates census per unit per shift and enters into workload data of the ANSOS System.
1.6 Utilizes the Totals census on all units and enters on the daily worksheet for each shift.
1.7 Enters four-week time cycles of the Nursing units and addresses discrepancies with the 
Nurse Manager.
1.8 Assists Staffing Manager/Administrative Nurse Manager in placement of qualified staff to 
appropriate units.

Responsibility II
2. Coordinates and updates the staffing process to reflect changes in the scheduling system.
2.1 Maintains LOA grid and updates as necessary.
2.2 Maintains and updates 1199 mandatory overtime list of nursing assistants and unit 
secretaries.
2.3 Generates biweekly process of accurate scheduling of Code Stat list and distributes to all 
nursing units.
2.4 Maintains office supplies on a regular basis to ensure adequate inventory.
2.5 Distributes payroll checks to individuals in the nursing department as necessary.
2.6 Types, files and copies as directed by the Director of Nursing Resources and 
Administrative Nurse Managers.

Responsibility III- Nursing Unit Resource Support
3. Collaborates with Managers/Clinical Coordinators regarding monthly schedules.
3.1 Generates daily schedule for each nursing unit for manager to review.
3.2 Projects staffing needs for the month and week, makes calls to cover vacancies
3.3 Enters staffing and time card changes in the ANSOS system and the API system daily.
Checks and edits all time clocking for accuracy on a daily basis.
3.4 Prints monthly schedules for each unit in the format requested by Nursing 
Manager/Clinical Coordinator.
3.5 Assists in the calculation and tabulation of monthly mandatory overtime and dependability 
data for each unit.

Responsibility IV
4. Administers and maintains the Nursing Department ANSOS System.
4.1 Demonstrates knowledge of nursing units’ position control report to assist in assigning 
DCPOS position numbers to all new employees and interdepartmental transfers as 
requested by Director of Nursing Resources.
4.2 Assists in completing data entry of all new hires into controller module of the ANSOS 
System.
4.3 Logs and enters monthly license expiration and certification information and follow up to 
ensure all licenses and certifications are accurate.
4.4 Enters all approved annual vacations in the long-term request section for the controller 
module for all nursing staff.
4.5 Maintains status changes of nursing staff in the ANSOS System.

Responsibility V
5. Maintains appropriate communication information according to department and hospital goals 
and policy.
5.1 Screens and refers all incoming telephone calls and ensures that accurate and timely 
communication is facilitated and that the department/hospital is presented in a positive 
and courteous manner.
5.2 Answers telephone in a timely and courteous manner, identifying self and department at 
all times.
5.3 Records accurate information regarding staffing schedules and enters into the scheduling 
system.
5.4 Responds promptly and accurately to staffing inquiries, and based upon personal 
knowledge routes to appropriate department/manager.

Responsibility VI
6. Promotes a safe and efficient working environment by adhering to hospital and departmental 
policies and procedures.
6.1 Adheres to Infection Control and Quality Assurance Policies and Procedures at all times.
6.2 Maintains appearance of work areas according to department standards at all times.
6.3 Adheres to all safety regulations reporting any variances to supervisor immediately.
6.4 Attends and actively participates in all in-services as required.
6.5 Reports immediately all incidents, irregularities, unsafe conditions, equipment, and/or 
unusual occurrences to supervisor.
 

Responsibility VII 
7. Customer Service: Adheres to the VBMC SPIRIT principles 100% of the time. 
7.1 Displays a caring and courteous attitude and represents the medical center in a positive 
manner.
7.2 Promotes and contributes positively to intra-departmental and inter-departmental 
relationships.
7.3 Maintains the confidentiality of employees and departmental information.
7.4 Adheres to departmental and medical center dress codes and wears a VBMC picture 
identification badge, 100% of the time.
7.5 Demonstrates willingness to assist co-workers and/or to accept additional assignments as 
requested to support organizational needs.
7.6 Responds to all requests for information and assists in a timely and courteous manner.
7.7 Demonstrates a high level of mental and emotional tolerance and even temperament when 
dealing with people; uses tact, sensitivity and sound judgment at all times

 

JOB QUALIFICATIONS:
 Education: One (1) year of college or specialized post high school training in 
computers/secretarial skills.
 Experience: Requires a minimum of one and up to three years of experience, which require 
secretarial/computer and interpersonal skills. Good working knowledge of office 
equipment and Microsoft applications.
License: N/A