HR Staffing Specialist

The shift for this role will be 6:00 am - 2:30 pm.
OHI is switching to four, ten-hour shifts in January, 2025. Candidate must be able to commit to this schedule in 2025.
Position Summary
Reporting directly to the VP of People and Culture, the HR staffing specialist is responsible for the development and timely distribution of work schedules for all employees, ensuring the appropriate amount of staff is available for each work shift. This position works closely with the Site Directors and Director of Nursing to ensure an appropriate level of staffing is maintained to meet the organization's needs. The HR staffing specialist will approve and schedule time off for employees and ensure all positions are filled to meet staffing requirements. The HR staffing specialist must be willing to be on call.
Responsibilities

• Coordinates, communicates and maintains accuracy of work schedules for all assigned staff.
• Works with the management team to ensure that the team approach adheres to the master staffing plan for all departments.
• Adheres to "team based" approach to healthcare and schedules accordingly- ensuring teams are always kept together.
• Communicates continuously with CMO, DON and Regional Practice Directors and Director of Care Enrichment to ensure coordination of information and accurate maintenance of schedules.
• Adjusts daily staffing schedules in response to call outs/unplanned absences and in collaboration with the departmental directors will provide immediate coverage solutions and continual revisions, as necessary. Will communicate changes to departmental manager immediately.
• After analyzing coverage needs, schedules staff's time off requests per OHI's policies and in conjunction with management.
• Alerts departmental manager/director if there are call out patterns noted. Keep meticulous attendance records and provide documentation to departmental manager for the progressive disciplinary process if staff members accrue excessive absences and/or tardiness.
• Develops the orientation schedule for newly hired employees, collaborating with directors and preceptors.
• Tracks the progression of the new hire through the orientation period and ensure manager submits 30, 60- and 90-day evaluations done through ADP.
• Ensure all new employees receive final approval from hiring manager to be integrated in the schedule.
• Communicates with Director of Care Enrichment notifying them when new providers are ready for full patient panels.
• Checks time clock punches for accuracy and daily reporting for all staff.
• Prepares and monitors monthly PTO Balance reports and notifies direct supervisor when PTO is not being utilized accordingly or accruals are high.
• Prepares On-Call schedule for each department with set rotations.
• Prepares biweekly attendance reports that includes, late punch, call outs and overtime of all employees.
• Presents at NEO all pertinent information for new hires.
• Stays current on ADP updates.
• Utilizes ADP for all Employee Schedules.
• Timely update of all EMR Provider Templates.
• Working with accounting to ensure timecards are complete.
• Weekly manual timecard audits of which managers approved timecards on time. Enters results in Monday.com.
• Manages employee referral programs including tracking in Monday.com and coordinating with finance for incentive bonus eligibility.
• Prepares monthly reports for unpaid PTO, PTO accrual balances, lates, and early leaves
• Collaborates with finance and human resources department to process bi-weekly payroll notes.
• Manages the clinical externship board including CMAs, LPNs, Dental Assistants, and clinical rotations.
• Performs analysis of hiring needs by maintaining FTE counts on staff directory.
• Utilize the monday.com platform to update and track assignments.
• Ensures at least one other staff member is oriented to the schedulers position in the event of vacation, sick leave, etc.
• Constantly striving to achieve excellence with OHI's employee handbook.
• Completes all in-services and attends required meetings
• Is highly accountable for one's own productivity. In order to maintain transparency, all projects must be represented clearly on a project board in Monday.com. Responsible for ensuring the board is always updated and accurate and that information is accessible to those that need it.
• Adheres to Corporate Compliance policies.
• Maintains all site changes in Monday.com and ADP.
• Maintains a passing monthly scorecard threshold at 80%.
• Other duties as assigned.

Education/Experience/Licensure

• High School diploma or equivalent is required.
• One to three years of experience in a business setting is preferred.
• Prior scheduling experience preferred.
• Demonstrates good judgment and reasoning when investigating and solving problems.
• Maintains cooperative working relationships with all personnel.
• Demonstrates ability to tactfully handle difficult situations.
• Consistently shows ability to recognize and deal with priorities.
• Ability to work with minimal supervision.
• Excellent analytical and decision-making skills.
• Proficiency in Microsoft Office 365 is required.
• Superior interpersonal, organizational and communications skills.
• Excellent attention to detail.
• Must work with high degree of confidentiality.
• Able to work effectively in a high-pressure changing environment.

Benefits:

• Paid Time Off (PTO)
• Holidays (9)
• Health Insurance
• Dental Benefits
• 401(k) + match
• Group Term Life Insurance
• Flexible Spending Account

Pre-Employment Requirements:

• Physical
• Criminal Background Checks
• Drug Screening
• Tuberculosis Screening

Ocean Health Initiatives is firmly committed to creating a diverse workplace and is proud to provide equal employment opportunities to all applicants. Therefore, Ocean Health does not discriminate on the basis of creed, color, national origin, sex, gender identity, sexual orientation, age, religion, marital or parental status, alienage, disability, political affiliation or belief, military or military discharge status.
In accordance with New Jersey Executive order (COVID-19 No.283) in conjunction with the Federal CDC guidelines, COVID vaccinations are a requirement for Ocean Health Initiatives as well as many other Healthcare Organizations. Proof of full vaccination and the booster shot is required prior to the beginning date of employment. If you have a medical or religious contraindication, please inform Human Resources when the offer is extended