Nursing Office Secretary/Staffing Coordinator

Summary: A Nursing Office Secretary/Staffing Coordinator must be highly computer-literate and comfortable with multiple systems that can work interchangeable cooperatively in the Nursing Office

Job Title: Nursing Office Secretary/Staffing Coordinator

Location: Jamaica, NY 11434

Target Work Schedule: Monday to Friday 7:30AM-4:00PM/8:30AM–5:00 PM

Target Duration/End Date: March 2027

Description of Roles and Responsibilities:

· Develop and maintain staffing schedules for all shifts

· Understand RN/LPN/CNA ratios and skill mix

· Adjust schedules based on census and acuity

· Track callouts, replacements, and overtime

· Minimize agency usage when possible

· Maintain and safeguard the Nursing Education/In-Service tracking spreadsheet, ensuring accurate documentation of education provided, dates completed, and staff attendance

· Monitor evaluation timelines and provide reminders to supervisors in coordination with Human Resources when staff evaluations are due

· Assist with scheduling interviews and coordinating appointment logistics for nursing leadership and Human Resources

· Prioritize tasks effectively

· Maintain accurate and up-to-date records

· Meet deadlines consistently

· Handle multiple urgent requests simultaneously

· Clear, professional verbal and written communication

· Will take minutes for Nursing meetings and report to DON/ADON

· Will monitor schedule meeting for DON/Nursing Department

· Ability to interact with nursing staff, leadership, HR, and administration

· Proper escalation of staffing issues to DON/ADON

· Quickly identify staffing gaps

· Propose workable solutions

· Anticipate staffing needs

· Identify patterns and trends in staffing challenges

· Preventing scheduling errors

· Ensure accurate timekeeping and staffing documentation

· Verify credential and assignment accuracy

· Work closely with DON, ADON, supervisors, and HR

· Support leadership decisions

· Respect chain of command

· Scan and organize documents; create and maintain secure electronic folders for records in accordance with facility policy and regulatory requirements

· Work collaboratively with Medical Records personnel to ensure resident incident reports are properly safeguarded, scanned, dated, labeled, and readily available for internal review or external investigation

Mandatory/Minimum Qualification, Skills, Experience Requirements:

Graduate from a nursing program that is registered by NYSED or accredited by a recognized agency. Pass the National Council Licensure Examination (NCLEX-RN) to become a registered nurse (RN)

Qualification, Skills, Experience Requirements:

· Graduate from an accredited School of Nursing

· Bachelor's degree in nursing (BSN)

· Current New York State RN license

· BLS certification from the American Heart Association

· Excellent customer service skills

· Maintain confidentiality of personnel and staffing information

· Comply with HIPAA and HR confidentiality standards

· Always demonstrate ethical behavior

· Remain calm under pressure

· Handle staffing emergencies professionally

· Dependable and accountable

· Proficient use of desktop and laptop computers

· Ability to multitask across multiple software platforms

· Basic knowledge of CMS staffing regulations

· Understanding of facility policies and union rules

· Awareness of survey expectations and staffing audits

· Fast and accurate data entry

· Professional email communication

· Calendar and meeting management

· Creating memos, reports, policies, and correspondence

· Creating and updating staffing spreadsheets

· Using formulas (SUM, IF, COUNT)

· Sorting and filtering data

· Tracking: Staffing levels, Callouts, Overtime, Agency usage, Vacancies

· Generating reports for DON, HR, and Administration

Preferred (Bonus) Skills

· Experience with staffing software (eVital, Kronos, or SmartLinx,

· Familiarity with payroll systems

· Previous healthcare or nursing home experience

(Resume must stand alone in demonstrating qualifications and experience)

(The successful candidate will be hired via our partnership with Yvencia LLC)

Other Notes:

1. Resume must stand alone in demonstrating qualifications and experience

2. Please take a moment to review the job details, including qualification requirements, location, duration, and pay rate, before you apply

3. Please complete the screening questions for your application or include a cover letter with more information for us and the hiring team to consider

4. We encourage you to complete the Skills Tests to demonstrate your skills

5. Where required, consider submitting proof of licensure with your application

6. Where applicable, consider including samples or examples of your work that demonstrate your capabilities with your application

7. Where relevant, please include your LinkedIn page, at least 3 professional references, a copy of your diploma or other proof of licensure/professional certifications, and your USC / GC / H4 / H1B. We do not accept C2C applicants without this information

8. Your application must have your full legal name and current contact information

9. There may be cases where the hiring team requires two or more professional references with application

10. We partner with companies to offer and deliver projects and solutions to our clients Some positions may be hired through our partners

(Ref#:012026)

Why work with us:

At Donia, we foster a culture of growth. We recognize that everyone brings unique skills and experiences to their work and that the company is better for such diversity. We encourage you to pursue your interest and grow within the company. We promote from within because we value and reward contributions

About us:

We are a Business Management Consulting, Staff Augmentation and Workforce Solutions firm

Our founder is an engineer and seasoned business management consultant. The values of precision, quality, and reliability are embodied in all our work

We aim to delight our clients through the high quality of our service. So much so, that almost all our contracts are through Word of mouth and referrals. Because for over fifteen years, we have worked with Non-profits, City, State, and Federal Agencies – strategizing and putting together specialized teams that can tackle any project

Donia's team of collaborative solution-finders will meet you where you are and build the system that will get you to your goals. Let us know how we can use our Business Consulting and Staff Augmentation and Workforce Solutions expertise to help you

About our Benefits Program

All Donia LLC full-time staff have access to our benefits program. Features include but not limited to:

· Health insurance

· Dental Insurance

· Vision Insurance

· Paid Time Off

· Disability

· Life insurance

Donia LLC is an equal opportunity employer

Job Types: Full-time, Contract

Pay: $35.00 - $45.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Application Question(s):

• Did you review and are okay with the job details - including qualification requirements, location (including In-Person as applicable), duration, and pay rate W2 ?

Ability to Commute:

• Jamaica, NY 11434 (Required)

Work Location: In person

Salary : $35 - $45