Staffing Coordinator

CentraState Healthcare System, headquartered in Freehold, New Jersey, is a leading nonprofit healthcare provider dedicated to serving the community. Its comprehensive network includes CentraState Medical Center, a community-focused hospital, along with an ambulatory campus, two senior living facilities, three free-standing community health pavilions, and a charitable foundation. As the third-largest employer in Monmouth County, CentraState has earned repeated recognition as a Great Place to Work-Certified company, reinforcing its reputation as an exceptional workplace.

CentraState Medical Center is currently seeking a Staffing Coordinator to support the Nursing Staffing Office. This role involves managing staffing and scheduling, assisting with payroll duties, and providing general clerical support to ensure seamless department operations. The Staffing Coordinator plays a key role in maintaining efficiency within the nursing team, contributing to CentraState's commitment to excellence in patient care.

Reviews staffing sheets, deciding if floors need additional staff, or are able to have staff cancelled or floated. Contacts additional staff as appropriate.
• Deals appropriately with the floors concerning sitters and 1:1s; obtaining coverage as needed. Files 1:1 paperwork in the appropriate binder, including discharges. Contacts floors for missing 1:1 orders.
• Works with Nursing Supervisor/Administrative Coordinator to assign float pool appropriately based on unit needs. Enters assigned units for float pool and safety companions in the API scheduling system.
• Receives call-outs, makes a notation in the call-out log, and notifies the appropriate unit. Enters the call-out into the API system, accurately using UPTO or Unpaid Absence as appropriate. Crosses the employee off the staffing sheet and adjusts staffing number.
• Deals with special situations regarding inclement weather procedures, including travel advisory situations, and non-payment of weather-related call-outs. Appropriately handles telephone calls from staff seeking sleeping accommodations and/or travel assistance.
• Accurately enters all data into API scheduling system, including extra shifts, call-outs, switches, education, etc. Enters notes on the schedule as appropriate.
• Communicates with nurse managers/clinical leaders/charge RNs regarding current staff and further staffing needs for the day.
• Keeps the API time & attendance system current, checking for missing swipes and special codes. Ensures that employees are coded for the proper type of shift and position and to the appropriate unit. Contacts employees and managers for missing information/swipes.
• Assists Nurse Managers in approving payroll by ensuring all critical and warning errors in API are handled appropriately and corrected as needed. Completes Monday morning payroll in a timely manner.
• Completes problem logs accurately and appropriately.
• Runs appropriate reports out of the API system, including staffing rosters and unit staffing sheets. After running the staffing sheets, accurately produces counts on staff.
• Covers phones in the nursing office as needed, ensuring that calls do not go unanswered. Retrieves messages from the staffing office voice mail and deals with them appropriately.
• Keeps accurate record of incentive shifts used and codes them appropriately in the API staffing system, enters them into the incentive log, and color-codes them on the staffing sheets.
• Accurately utilizes the API Broadcast system to contact staff via text/voice message/email.
• Deals with funeral homes that come to pick up remains, ensuring that all paperwork is completed as appropriate, including creating a death certificate via NJ EDRS system.
• Accesses EPIC appropriately and runs a House Census as needed.
• Enters information for Leaves of Absence into the API system, ensuring that employees are appropriately given EIB or PTO as directed by Employee Health. Gathers information of intermittent leaves and communicates this to Employee Health.
• Coordinates with Professional Development to ensure new staff is educated regarding proper API swiping procedures.
• Assists supervisor in training new personnel, ensuring that they are properly versed in all staffing office tasks and procedures.
• Relieves telesitter as directed and notifies RN/PCT of patients on surveillance cameras who may potentially fall or interrupt medical therapy.
• Creates and disseminates to managers a daily staffing poll to capture accurate staffing counts, and monitor for changes.
• Sends a staffing variance sheet at change of shift (budget vs staffing required for census), including follow up with Nurse
• Managers/Clinical Leaders on reason for staffing variance.
• Verifies previous days staffing sheets and incentive shifts worked, updating API.
• Assists evening supervisor with staff cancelations during change of shift "staffing decision time" utilizing a nurse/PCT cancelation order sheet.
• In absence of nursing supervisor (out of office), ensures the next shift is adequately staffed to projected census.
• Assigns safety companions to rounder program daily, coordinating breaks.
• Advocates for safety companions, and ensures policy and process is being followed for both rounder program and telesitter.
• Facilitates meal breaks for safety companions or PCTs covering sitter/1:1s.
• Performs other duties as assigned.

• High School Diploma or Equivalent required.
• One year of clerical experience required.
• Ability to use standard office equipment, including multifunction copier and multi-line phones.
• Must be proficient with Microsoft Outlook, Excel, and Word.
• Strong professional, organizational, and interpersonal skills to effectively relate with all members of the healthcare team required.
• Must be adaptable to change and able to multitask on a routine basis.
• Knowledge of medical terminology helpful.

CentraState Healthcare System, in partnership with Atlantic Health System, is a fully accredited, not-for-profit, community-based health system dedicated to providing comprehensive health services in central New Jersey. Beyond offering a wide range of advanced diagnostic and treatment options, CentraState is committed to being a valuable health partner, focusing on disease prevention, promoting healthy behaviors, and helping individuals of all ages live well.

Located in Freehold, CentraState includes a 284-bed acute-care hospital, a dynamic health and wellness campus, two award-winning senior living communities, a charitable foundation, and convenient satellite health pavilions. These pavilions offer primary care, specialty physician practices, and access to outpatient services such as lab work and physical therapy.

CentraState is proud to be among the less than two percent of hospitals nationwide to earn Magnet designation for nursing excellence five times. Additionally, it has been recognized as a Great Place to Work-Certified Company by Great Place to Work for four consecutive years.

Joining CentraState means becoming part of a pioneering healthcare facility committed to high-quality, patient-focused care. We invite you to make a difference in our community and advance your career with us. We support our employees with work/life balance initiatives, tuition assistance, career advancement opportunities, and more.

Discover why our employees love their jobs and being part of the CentraState family!

CentraState Health System offers a competitive and comprehensive Total Rewards package that supports the health, financial security, and well-being of all team members.

What We Offer:

• Medical, Dental, Vision, Prescription Coverage (30 hours per week or above for full-time and part-time team members)
• Life & AD&D Insurance
• Long-Term Disability (with options to supplement)
• 403(b) Retirement Plan with employer match
• 401(a) Retirement Plan with employer contribution
• PTO
• Tuition Reimbursement
• Well-Being Rewards
• Employee Assistance Program (EAP)

• Fertility Coverage, Healthy Pregnancy Program

• Flexible Spending & Commuter Accounts

• Pet, Home & Auto, Identity Theft and Legal Insurance

• Growth Opportunity and Workforce Development Initiatives

• Continuing Education / Onsite Training

• A warm, welcoming company culture based upon mutual respect and a collaborative goal of providing excellent patient care

• Concierge Services with Work & Family Benefits

• Magnet recognized healthcare facility

Compensation Range: $21.00 - $33.60 per hour

The compensation above reflects the established range from CentraState Healthcare System (CSHS) for this position at the time the job was posted. CSHS considers many factors to determine compensation, including education, experience, skills, licenses, certification, and training. As such, team member compensation may fall outside this range.

Additionally, the compensation range reflects base salary and does not include extra shift rates or incentives tied to quality, productivity, etc., as applicable.

The benefits outlined also reflect CSHS' policy at the time of posting. Benefits as are made available to other similarly situated team members of CSHS, although participation is at all times in accordance with and subject to the eligibility and other provisions of such plans and programs. CSHS may modify its benefits plans or programs at any time.

CSHS is proud to comply with all pay equity and pay transparency laws.