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Job Number: 2175143

Job Title: Staffing Coordinator
Location: Palo Alto, CA
Compensation: $28.00 - $33.00
Hybrid full time 40 hours per week

  • Administrative Support: Performs varied and responsible administrative support work, as assigned by management, in direct support of assigned units and their managers and/or assistant managers including, but not limited to, reception, answering and screening telephone calls, filing and maintaining records, composing documents, processing forms, distributing mail, requisitioning and distributing supplies, photocopying documents, scheduling and calendaring, etc.
  • Payroll/Timekeeping: Processes Personnel Action Forms (PAF) for salary changes, promotions, transfers, resignations, leaves of absence, and any other changes in employee status or compensation. Interprets personnel and payroll policies and procedures for management and employees. Orient staff members to changes in and answers questions regarding time-keeping policies and procedures. Checks and corrects timesheets for each unit, ensuring accurate recording of time and use of appropriate pay codes. Processes biweekly payroll for entire division, all interim checks, salary advances and adjustments, according to Payroll procedures to ensure timely and accurate paychecks for employees. Acts as a liaison with the Payroll Department for all payroll and timekeeping questions and problems.
  • Policies and Procedures: Performs assigned daily staffing and scheduling functions to meet specific requirements of designated units with the goal of safe patient care in accordance with administration policies, standards and procedures as well as HR and Payroll policies and provisions of collective bargaining agreements.
  • Regulatory Compliance & Record Keeping: Tracks, verifies and documents that employees are current with respect to required licenses and certifications, competency documentation, other credentials, and Occupational Health and Healthstream requirements. Notifies employees and/or management, as appropriate, of renewal dates. Contacts appropriate outside agencies as needed to verify employees possess required credentials. Prepares and maintains personnel files for staff.
  • Reports: Provides managers with computer-generated reports from databases, staffing , scheduling and other software applications providing such information as patient volume and acuity levels, attendance, productivity and staffing rosters, employee demographics, leave balances and usage, etc.
  • Scheduling: Develops computerized schedules for assigned units based on established staffing patterns, policies, approved employee preferences, and manager's requests as well as to minimize overtime and other premium pay. Revises and adjusts unit schedules as needed in consultation with managers. Consults with managers and others regarding staffing and scheduling needs, such as creating flexible staffing alternatives. Attends multiple daily "huddle" meetings with Patient Placement and Administrative Supervisor staff to plan for volume and census changes.
  • Staffing: Reviews patient census and acuity information. Continually adjusts and allocates core, registry, float and relief personnel to provide adequate coverage to areas to meet staffing requirements on a daily basis, including "just in time" staffing to address sick calls and other unscheduled absences. Assists with disaster/emergency preparedness planning and recording, including assisting in developing and implementing such contingency plans to ensure adequate staffing in the event of a major disaster or emergency.
  • Tuition Reimbursement: Ensures tuition reimbursement forms are filled correctly, with appropriate supporting documentation attached, answers questions regarding tuition reimbursement policies and procedures, and provides management with complete and processed tuition forms for approval.


Education Qualifications

  • High school diploma or GED equivalent


  • Three (3) years of progressively responsible and directly related work experience


  • Ability to gather, analyze and provide clear and concise information both verbally and in writing Ability to learn and work within specific department/unit/agency office policies and procedures as well as to apply laws, rules, policies, or procedures affecting assigned work
  • Ability to maintain strict confidentiality of personnel records and patient information and to handle sensitive matters discreetly, understanding and applying HIPPA regulations, hospital and department policies and procedures
  • Ability to work effectively, exercise initiative, apply reason and judgment in prioritizing changing and/or conflicting tasks, work under pressure in a fast-paced setting, cope effectively with interruptions, and handle a high volume workload with accuracy and efficiency, and meet deadlines
  • Ability to work efficiently as a team member and establish and maintain cooperative and productive working relationships with all levels of medical, professional, administrative, and support personnel contacted in the course of work
  • Knowledge of and ability to use basic office equipment including photocopier, fax, 10-key, printer, telephone, and desktop computer and ability to maintain orderly and accurate files and records, including confidential and sensitive material, both electronic and hard copy, for ease of access and retrieval
  • Knowledge of and demonstrated proficiency in the use of computer applications, such as word processing, spreadsheet and/or database and ability to quickly learn and become proficient in using staffing and scheduling applications
  • Knowledge of medical terminology
  • Knowledge of or ability to quickly learn the staffing and scheduling system used by the hospital for nursing staff

Job Title: Staffing Coordinator
Location: Palo Alto, CA
Compensation: $28.00 - $33.00

About Nelson Connects:

If you're looking for a new opportunity, the recruiting and staffing experts at Nelson Connects can help. We work with companies of all types and sizes across all industries. We help people like you find exciting roles with employers ranging from Fortune 100, government, and nonprofit organizations to local businesses, industry leaders, and the most agile start-ups. The candidates we work with appreciate our responsive approach, genuine relationships, and exceptional service. With a commitment to transparency, authenticity, and credibility, we look forward to our jobs every day, and we're excited to help you find the job you've been looking for.

Pay Transparency: Nelson Connects provides pay transparency by placing salary ranges in all job postings in accordance with state and local regulations. We are committed to communicating pay clearly throughout the employment process.

California Fair Chance Act and Beyond: Qualified applicants with criminal histories will be considered for employment in accordance with applicable regulations. We will consider qualified Applicants for employment, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, San Francisco Fair Chance Ordinance, and CA Fair Chance Act.

Temporary Associate Benefits Offered: Weekly benefits offered include Medical, Dental, Vision, HSA, EAP, Life/AD and D, STD, Commuter FSA, + state mandated benefits.

EEO Employer: Race, Religion, Color, National Origin, Citizenship, Sex, Sexual Orientation, Gender Identity, Age, Disability, Ancestry, Veteran Status, Genetic Information, Service in the Uniformed Services, or any other classification protected by law.