Baystate Health, the largest healthcare organization in western Massachusetts is looking for a Staffing Coordinator to support the Central Staffing Office in Holyoke, MA.
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Prepare, maintain, and update daily staffing summaries for nursing units across all hospitals.
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Utilize staffing software and/or manual methods to allocate resources efficiently across units and facilities.
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Proactively adjust assignments based on patient volume, staff availability, and unexpected absences, using competency validations.
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Comply with all established policies, union guidelines, and regulatory requirements.
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Gather information on patient acuity, census data, and specialized care needs to determine optimal staff assignments.
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Prioritize deployment of clinical staff based on skills, credentials, and competencies.
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Serve as a central point of contact for all staffing inquiries, changes, and requests system-wide.
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Communicate shift openings, overtime opportunities, and last-minute scheduling adjustments to nurses and support staff.
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Collaborate with nurse managers and leaders to anticipate and resolve potential staffing gaps.
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Track attendance, monitor overtime and agency usage, and prepare staffing reports for leadership review.
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Maintain up-to-date records on staff availability, certifications, licensure, and compliance with mandatory training.
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Continuously evaluate staffing models and recommend improvements to enhance patient safety, satisfaction, and operational efficiency.
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Participate in workforce planning initiatives and contribute to staffing-related policy development.
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Address scheduling conflicts, last-minute call-outs, and coverage gaps using creative problem-solving and negotiation skills.
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Maintain meticulous records of schedules, time-off requests, sick calls, and shift swaps; prepare regular reports and audits for management.
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Coordinate rapid deployment of staffing resources during emergencies, such as patient surges, inclement weather, or public health crises.
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Mobilize float pools, per diem staff, or agency personnel to maintain adequate coverage.
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Orient and assist staffing coordinators and timekeepers in other areas as needed.
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Report to work as scheduled and avoid work-related injuries through proper practices.
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Adhere to dress code and maintain identification; uphold confidentiality and act as an employee advocate.
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Review and update daily staff schedules.
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Cross-train to provide coverage for System Scheduler functions as needed.
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Coordinate coverage for last-minute callouts.
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Monitor staffing plans to ensure compliance with patient safety standards and regulatory requirements.
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Communicate staffing needs and reassignments to nursing supervisors and leadership team leads.
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Track overtime usage and ensure proper approvals are documented.
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Facilitate shift swaps and last-minute coverage requests, verifying policy and contractual compliance.
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Prepare and distribute reports on staffing, attendance, and scheduling trends to senior leadership.
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High School Diploma or GED, required
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Degree in business, healthcare administration, or related field, preferred
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Proficiency in workforce management software, electronic health record systems, and Microsoft Office Suite
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Excellent interpersonal, communication, and customer service skills
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Strong attention to detail, organizational abilities, and the capacity to manage multiple priorities under time constraints
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Ability to maintain confidentiality and handle sensitive staffing matters with discretion
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Problem-solving skills and adaptability to rapidly changing circumstances
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Familiarity with relevant labor agreements, union regulations, and healthcare accreditation standards (e.g., The Joint Commission).
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Excellent Compensation High-quality, low-cost medical, dental and vision insurance
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Generous PTO – up to 25 days in the first year, with scheduled earned increases
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Continuing education support and reimbursement
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First Time Home Buyers Financial Packages
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Farm Share Memberships
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403b retirement company match & annual company contribution increase based on years of service
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Free money coach advice from a certified professional
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Wellbeing programs that include but are not limited to mental, physical, and financial health
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Pet, home, auto and personal insurance
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Life insurance
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Reimbursement for a variety of wellbeing activities, included but limited to gym membership and equipment, personal trainer, massage and so much more!
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Wellbeing programs that include but are not limited to mental, physical, and financial health.
