HOSPITAL STAFFING/ACUTE CARE ADMINISTRATIVE ASSISTANT

Job Description

Summary:

The Hospital Staffing Coordinator or Acute Care Administrative Assistant is responsible for ensuring adequate and appropriate staffing for nursing units, by maintaining scheduling systems, monitoring staffing levels, and coordinating shift coverage. This role works closely with Director of Nursing or designee, nurses, and other staff to ensure high-quality patient care through effective workforce allocation.

Typical Schedule:

Daytime hours. This role is primarily based onsite.

Essential Duties & Responsibilities:

Develop, maintain, and update daily, weekly, and monthly staffing schedules.

Maintain and update CNE, Director of Nursing or Designee business calendars

Collaborate with unit managers to forecast staffing needs based on census, acuity, and planned leaves.

Coordinate shift coverage for callouts, vacations, and unplanned absences with Shift Supervisor and Director of Nursing or Designee

Maintain accurate records of time worked, absences, and schedule changes.

Communicate staffing assignments and updates to relevant personnel.

Manage float pool and per-dem staff scheduling.

Utilize scheduling software and timekeeping systems effectively.

Ensure compliance with labor laws and hospital staffing policies.

Assists in onboarding new staff by collaborating with department leader or designee - inputting schedules and providing orientation to scheduling systems.

Generate and distribute regular staffing reports (tardies, absences, missed lunches, PTO request) to leadership.

Works hand-in-hand with HR and Director of Nursing or designee to ensure that open positions are posted timely and accurately.

Reviews and submits timecards for processing.

Supports CNE and Director of Nursing led meetings with agenda and minutes support for accurate documentation of process improvement and regulatory compliance and the dissemination of these documents to the appropriate stakeholders. You will need this documentation for future certifications (e.g. trauma)

Should report directly to CNE with dotted line to HR related to regulations and rules around timecards, payroll, orientation and hiring.

Will assist HR with providing orientation and schedule for travelers

Knowledge, Skills, & Abilities:

Knowledge:

Healthcare staffing and scheduling practices

Hospital operations and roles

Labor laws, union contracts, and HR basics

Medical terminology

Scheduling software

Knowledge of HIPAA requirements and compliance

Skills:

Effective scheduling and coordination

Strong communication and interpersonal skills

Time management and attention to detail

Conflict resolution

Proficient in workforce management tools

Abilities:

Multitask and adapt in fast-paced environments

Solve staffing issues quickly

Maintain confidentiality and professionalism

Work under pressure with tight deadlines

Qualifications:

Education:

Required:

High school diploma or GED (minimum)

Associate’s or bachelor’s degree(preferred), especially in:

Healthcare Administration

Business Administration

Human Resources

Nursing (for clinical knowledge) w/staffing/scheduling and payroll experience

1–3 years of experience in:

Healthcare staffing or scheduling

Hospital administrative support

Human resources or employee scheduling systems

Experience in nursing administration or with medical staff coordination is a plus.

Familiarity with scheduling software.

Preferred:

Certified Staffing Professional (CSP) – from the American Staffing Association

Certified Medical Administrative Assistant (CMAA) – from the National Healthcareer Association

Full-time