Nurse Scheduling Operations Specialist, Brockton Behavioral Health Center, 40 hrs (Days)

Boston Medical Center - Boston, MA

Full-time - Mid Level

Boston, MA

Hospitals

About the position

The Nurse Scheduling Operations Specialist at Brockton Behavioral Health Center is responsible for supervising and coordinating the scheduling functions for the nursing department. This role involves managing time and attendance software, ensuring accurate staff schedules, and serving as the administrative liaison for the department. The specialist will also handle payroll inquiries, assist with training schedules, and maintain communication with various departments to support operational efficiency.

Responsibilities

• Manage BMC's time and attendance software in collaboration with unit manager and unit schedulers.
• Coordinate timelines for staff schedules with staff and managers for upcoming schedules.
• Ensure that schedules are accurately displayed in the time and attendance software by making daily schedule alterations.
• Facilitate the defined process for schedule preparation, schedule posting, daily staffing sheets, and exception logs.
• Track and collect employees' hours; review employee hours against the scheduled time to work, track leaves and vacation/sick time for nursing and mental health specialists.
• Ensure that staff are coded to their specific assigned role on any given shift including charge, preceptor, orientation, and training pay codes.
• Update weekly timesheets for manager/director review, and in the absence of manager/director, submit timesheets to Payroll Department.
• Serve as first point of contact for payroll questions and corrections for all department employees.
• Work with managers and staff to resolve employee payroll issues, drawing on appropriate BMC resources.
• Collaborate with the department's educators in creating an orientation schedule for all new staff.
• Schedule all mandatory trainings for staff.
• Maintain departmental educational manuals and records in collaboration with departmental educator.
• Assist with the preparation of staff personnel records for regulatory review.
• Provide backup support for other administrative staff during breaks and time out of the office.
• Assist with project management and follow-through.
• Participate in quality improvement teams as required.
• Handle confidential information concerning professional and patient issues discreetly.
• Create reports, spreadsheets, presentations, and other correspondence as requested.
• Plan, organize, and coordinate departmental receptions, meetings, or functions, obtaining assistance as necessary.
• Maintain open communication lines with other departments.
• Act as liaison with internal and external customers.

Requirements

• Bachelor's degree or equivalent combination of education and experience.
• At least three years minimum experience in a similar office setting.
• Competence in Microsoft Office applications.
• Previous experience using Kronos time and attendance preferred.
• Strong organizational, interpersonal, and communication skills.
• Ability to communicate both verbally and in writing in a highly professional manner.
• Strong computer proficiency with Microsoft Office applications—Word, Access, Excel, PowerPoint; E-mail, Web/Internet.
• Ability and willingness to become proficient in other applications including Kronos and Workday.
• Flexibility and excellent interpersonal skills.

Nice-to-haves

• Experience in project coordination.
• Familiarity with healthcare administrative processes.