Administrative & Scheduling Assistant
: Job Details :

DescriptionPOSITION: Administrative & Scheduling AssistantREPORTS TO: AdministratorDEPARTMENT: NursingEXEMPT/ NONEXEMPT: Non-ExemptREVISED: August 1, 2022PURPOSE:1. Oversees and coordinates scheduling of Nursing Staff at Brethren Care Center, assuring adequate staffing on all nursing units in accordance with the policies and procedures of Brethren Care Village and Federal, State, and local authorities, to ensure that quality services are always provided.2. To perform clerical support to facility staff and act as initial contact person at main entrance.ESSENTIAL FUNCTIONS:1. Maintains Master nursing schedule, updating as needed with additions to or deletions from the staff as positions change.2. Answers main switchboard calls and determines nature of call and directs caller to appropriate department.3. Greets all visitors and responds to phone calls in a pleasant, professional tone.4. Provides directions/information to visitors, guests, residents, surveyors, and other vendors.5. Sends a list of current openings to the DON and Human Resources every Monday to ensure they are aware of openings.6. Electronically reviews Time Worked Outside of Scheduled Hours forms and Absent/Late Arrival/Leave Early/Vacation forms as they are turned in and accepts or denies the information in the Kronos system.7. Updates the schedule with trades, vacation requests and call offs daily as needed to ensure communication with shifts about staffing changes.8. Tracks Vacation requests and approves vacations based on nursing department staffing guidelines.9. Completes vacation approval forms for vacations approved. Makes copies of the vacation approval form to give to employees involved to notify them of the approval.10. Reviews and approves trades based on the trade guidelines via Kronos.11. Notifies the DON and the employees involved of denied trade requests. 12. Maintains the Holiday rotation schedule to fairly determine Holiday scheduling.12. Tracks absenteeism/month/shift/position and submits report to the DON for QAPI.13. Works with the DON and new employees to set up schedule for orientation to the unit(s) where they will be working.14. Calls staff to fill openings on the schedule due to vacations, LOA, FMLA and open positions.15. Calls staff to fill openings caused by call-offs when the call-off occurs during working hours of Scheduler.16. Monitors PRN staff to ensure they work one shift/month and one holiday/year.17. Notifies the DON and HR when PRN letters are needed if the employee has not worked in the last 30 days.18. Maintains the Mandatory Stay-Over list and posts on the nursing units.19. Maintains the Weekend/Holiday Make up list and posts on the nursing units.20. Compiles and posts the daily staffing numbers as required by the State.21. Inputs all information into the Kronos System Schedule for employees, changes in pay codes, inputs information from time worked outside of scheduled hours, Absent/Late arrival/Leave Early/Vacation, trade slips and extra shift agreements.22. Reviews exception reports for Kronos and makes revisions as needed.23. Reviews the full 2-week information for accuracy with each payroll to ensure correct pay for all nursing staff employees on payday and checks the pay code totals on each employee.24. Initiates a pink slip if the slip is missing for staff who according to Kronos arrived late, left early or was absent and maintains absentee records25. Explains payroll information and answers questions employees may have about their current pay or previous pays.26. Maintains strict confidentiality of all employee information. Concerns regarding issues that come up are reviewed with the Director or Nursing or the HR Director only.27. Respects and shows kindness to all nursing staff members assisting them with completing trade forms and identifying people who may be willing to trade a day when unable to grant requests for days off.28. Initiates get well cards and sympathy cards for nursing staff members who are ill or who have had a death in the family, as well as notifying the chaplain.29. Meets at least weekly with DON/ADON to review staffing requirements to ensure state requirements are fulfilled. 32. Assists with administrative duties as directed including typing, copying, faxing, and distributing incoming faxes, utilizing the computer, etc. 33. Files, collates, and arranges various information packets. 34. Distributes various information to employees. 35. Updates and distributes phone list, mail forwarding list, birthday card list and census and updates in computer. 36. Receives, sorts, and collates mail for distribution to residents and personnel. Forwards mail to responsible parties as directed. 37. Reports suspicious persons/telephone calls to supervisor. 38. Reports equipment malfunction/breakdown immediately. 39. Orders supplies for receptionist area, copy room, and administrative staff as needed. 40. Takes accurate messages for personnel and residents. 41. Creates flyers, invitations, calendars, and newsletters. 42. Assists the Administrator and Director of Nursing with any additional duties as needed. 43. Maintains strict confidentiality of all resident and personal Information.BUDGET AND PLANNING:1. Provides continual monitoring of the nursing department budget in terms of labor.2. Reports any overtime or variation of budgeted labor to DON and Administrator.3. Reports suspected or known incidence of fraud relative to inappropriate clocking in or out to Administrator.COMMITTEES:1. Participates in weekly leadership meeting, daily utilization review, and QAPI meetings, as requested2. Prepares written and/or oral reports of the staffing needs/adjustments to submit to such committees.ASSIGNMENT, REVIEW, AND APPROVAL OF WORK1. Carries out tasks as outlined in the job description.2. Receives direction from Director of Nursing and Administrator3. Shows initiative and judgment in doing assigned tasks4. Ability to perform, organize, and evaluate workRESPONSIBILITY AND DECISION-MAKING AUTHORITY1. Decision making is limited to specific responsibilities listed on the job description and/or as assigned by the DON/Administrator2. Decisions are based on Employee Handbook rules and regulations and nursing scheduling rules3. Any questions or concerns that arise are to be directed to the Director of Nursing or the Human Resources Director.EQUIPMENT OPERATION1. Operates equipment as needed according to facility policies and manufacturers' specificationsRELATION WITH OTHERS1. Maintains cordial relations with staff, residents, and families2. Communicates clearly with staff and maintains cooperative spiritSPECIFICATIONS - MENTAL/PHYSICAL1. Heat, air conditioning and humidity are controlled by the facility's central system with variations in temperature on either side of the normal 72 degrees2. Walks over to nursing units to communicate with staff several times daily3. Potential exposure to blood, body tissues, and fluids, with occasional exposure to hazardous materials and infectious diseases.4. Adjusts to exposure of loud and unpleasant voices.5. May be required to lift objects weighing up to 100 pounds.6. May be required to stand, bend, stoop, or turn often.7. Must be able to think clearly and react calmly when communicating with 8. staff9. Must be visionary, able to look at the 24-hour picture to keep the schedule10. covered.EXPERIENCE, EDUCATION, TRAINING NECESSARY:1. Requires experience using Windows computer systems.2. Attends in-services as needed and required3. Requires a minimum of a high school diploma.4. STNA preferredWORKING CONDITIONS:1. Indoors - works in well lighted and ventilated areas. Subject to possible falls, odors, and injuries from equipment. 2. May be exposed to infectious wastes, diseases, chemicals, and various viruses, including Hepatitis B and AIDS.3. Outdoors - possible exposure to weather extremes