Staffing Coordinator - VUH Adult Float Pool - Variable Shifts

Vanderbilt University Medical Center Inpatient Float Pool

Located in Nashville, Tennessee, Vanderbilt University Medical Center (VUMC) is a community of individuals who come to work each day with the simple aim of changing the world. It is a place where your expertise will be valued, your knowledge expanded, and your abilities challenged. Vanderbilt Health is committed to an environment where everyone has the chance to thrive and where your uniqueness is sought and celebrated. It is a place where employees know they are part of something that is bigger than themselves, take exceptional pride in their work and never settle for what was good enough yesterday. Vanderbilt's mission is to advance health and wellness through preeminent programs in patient care, education, and research.

Organization : VUH Inpatient Float Pool

Job Summary

Responsible for coordinating and managing the scheduling needs of a float pool team, ensuring adequate staffing coverage across multiple departments, units, or facilities. This position involves balancing employee availability, skill sets, and organizational requirements to create efficient and effective schedules. The Float Pool Department Specialist plays a critical role in maintaining operational continuity and promoting optimal patient care by ensuring appropriate staff placement.

Position Overview

This position plays a key role in ensuring that clinical staff (Registered Nurses, Care Partners, and Sitters) are appropriately assigned across 37 (plus) units during each shift, contributing to a safe and efficient healthcare environment. This critical function is vital for delivering excellence in patient care throughout our hospital. This dynamic position requires strong critical thinking skills, computer proficiency, a proven ability to prioritize tasks, adapt, and multitask especially when challenging situations arise. Demonstrating professionalism, effective communication, and time management skills are essential when responding to multiple emails, phone calls, creating new orientee schedules, six-week schedules as well as entering all schedules into our workforce management program. Additional tasks are assigned as needed by VUH float Pool leadership.

Position Shift / Hours : This position does not provide set schedules. This position requires variable shifts in which there will be an opener and a closer per day (interchangeable). The shifts consist of four 10-hour shifts per week, totaling a 40-hour work week. Hours are determined based on need within the office hours of the department. Hours are as follows :

• Opening shifts : Monday-Friday (on-site) Open : 2 a.m. - 11 a.m.
• Closing Shifts : Monday - Friday (on-site) Close : 9 : 30 a.m. - 8 p.m.
• Weekend and Holiday shifts are remote : Weekend Split Shifts Open : 2 a.m. - 8 a.m. and Close 2 p.m. - 8 p.m.

Preferred Qualifications

Previous staffing / administrative experience is preferred. Hospital setting experience is preferred. Task oriented with attention to detail is required. Intermediate computer skills. Microsoft Excel is required. Ability to multi-task in a face paced healthcare environment. Foundational grasp of hospital units (ICU verses Stepdown). Demonstrates professionalism and teamwork. Proven track record of reliability and time management skills. Effective communication skills. Demonstrates strong willingness to learn and accept professional feedback. Demonstrates emotional intelligence. Proficiency in Kronos preferred (not required).

Key Responsibilities

Optimizing the allocation of staff, including core nursing staff and agency employees ensuring adequate coverage across all units. Partner with department managers, leadership, and educators to support workforce planning and staffing initiatives to include current and new staff members. Match float pool staff to assignments based on their skills, certifications, and preferences while adhering to organizational guidelines. Serve as the primary point of contact for float pool staff regarding scheduling inquiries, changes, and updates. Track and analyze scheduling patterns to identify opportunities for process improvement or forecast future staffing needs. Utilize scheduling software or tools, timecard management systems, and compliance systems to maintain records and track and run reports ensuring compliance of organizational policies. Maintains personnel files, compiles data, analyzes information and summarizes findings in support of Float Pool department to include managing staff attendance and preparing reports and other documentation as requested. The responsibilities listed are a general overview of the position and additional duties may be assigned.

Technical Capabilities

Human Resources Policies and Procedures (Fundamental Awareness) : Knowledge, adherence and application of human resources policies and procedures. Ad Hoc Reporting (Intermediate) : The ability to access information from databases and prepare reports. Data Analysis (Intermediate) : The ability to analyze data in an accurate manner. Clerical / Administrative (Intermediate) : Clerical / Administration is a skill which includes most clerical and administrative functions typically carried out by secretaries, administrators and others who perform a clerical role. Among the duties are : Ad Hoc Reporting, Calendar Maintenance, Data Entry, Document Duplication, Document Filing and Maintenance, Document Preparation, Employee Record Maintenance, Employee Time Recording, Faxing and Electronic Mailing, Inventory Management, Mail Sorting and Distribution, Meeting Coordination and Scheduling, Message Management, Receptionist Tasks, Special Projects, Spreadsheet Preparation, Travel Arrangements, and Word Processing and Typing. Financial Processes (Novice) : Ability to monitor costs, expenses and revenue as well as the ability to manage those costs and expenses in relation to budgeted amounts.

Core Accountabilities

Organizational Impact : Performs non-routine tasks that significantly impact team's performance with minimal guidance. Problem Solving / Complexity of work : Conducts research and analysis to solve some non-routine problems. Breadth of Knowledge : Applies broad job knowledge and has basic job skills in other areas. Team Interaction : Provides informal guidance and support to less experienced team members.

Core Capabilities

Supporting Colleagues : - Develops Self and Others : Continuously improves own skills by identifying development opportunities. - Builds and Maintains Relationships : Seeks to understand colleagues' priorities, working styles and develops relationships across areas. - Communicates Effectively : Openly shares information with others and communicates in a clear and courteous manner. Delivering Excellent Services : - Serves Others with Compassion : Invests time to understand the problems, needs of others and how to provide excellent service. - Solves Complex Problems : Seeks to understand issues, solves routine problems, and raises proper concerns in a timely manner. - Offers Meaningful Advice and Support : Listens carefully to understand the issues and provides accurate information and support. Ensuring High Quality : - Performs Excellent Work : Checks work quality before delivery and asks relevant questions to meet quality standards. - Ensures Continuous Improvement : Shows eagerness to learn new knowledge, technologies, tools or systems and displays willingness to go above and beyond. - Fulfills Safety and Regulatory Requirements : Demonstrates basic knowledge of conditions that affect safety and reports unsafe conditions to the appropriate person or department. Managing Resources Effectively : - Demonstrates Accountability : Takes responsibility for completing assigned activities and thinks beyond standard approaches to provide high-quality work / service. - Stewards Organizational Resources : Displays understanding of how personal actions will impact departmental resources. - Makes Data Driven Decisions : Uses accurate information and good decision making to consistently achieve results on time and without error. Fostering Innovation : - Generates New Ideas : Willingly proposes / accepts ideas or initiatives that will impact day-to-day operations by offering suggestions to enhance them. - Applies Technology : Absorbs new technology quickly; understands when to utilize the appropriate tools and procedures to ensure proper course of action. - Adapts to Change : Embraces changes by keeping an open mind to changing plans and incorporates change instructions into own area of work.

Position Qualifications :

Responsibilities :

Certifications :

Work Experience : Relevant Work Experience

Experience Level : 4 years

Education : High School Diploma or GED

Vanderbilt Health is committed to fostering an environment where everyone has the chance to thrive and is committed to the principles of equal opportunity. EOE / Vets / Disabled.