Staffing and Materials Coordinator

The information described in this job description has been designed to indicate the general nature of the work performed. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to this job.

Other information:

Job Summary
Maintain and post schedules for Hospice employed and contracted personnel, adhering to non-contract and collective bargaining agreement procedures. Synchronize scheduling software with timekeeping software. Responsible for the timely ordering, purchasing, receiving, storage and distribution of all medical supplies used in Hospice.

Essential Functions
Maintain and post schedules for Hospice employed and contracted personnel, adhering to non-contract and collective bargaining agreement procedures. Modifies scheduling record and timekeeping record to reflect sick calls and other staffing/shift adjustments. Finds necessary replacements for key positions. Adjusts timekeeping record for leaves of absence, per Human Resources protocol. Coordinates scheduling record with timekeeping record, to ensure one mirrors the other 100%. Support volunteer manager for scheduling needs as necessary. Responsible for the timely ordering, purchasing, receiving, storage and distribution of all medical supplies used in Hospice. Responsible for inventory control, maintaining par levels and monitoring spending to stay within budget. Clearly communicate status of supply orders with clinicians. Allocate staff as necessary to assist with supply ordering, receiving, storage and distribution. Works with clinical managers and executive director to determine annual budget and determine reasons for variances if they occur. Optimizes processes for both scheduling and materials management, collaborates with clinical management regarding workflow. Assists the Administrative Team with general clerical duties, as required. Supports office staff as needed to answer phones. Perform other duties as assigned by Supervisor or designee. Comply with Skagit Regional Health, department and location specific policies and procedures.

Education
High school graduate or GED required. Post high school education preferred.

Experience/Training
Minimum of two (2) years clerical experience required. Previous computer-based scheduling experience required, in health care preferred. Knowledge of medical terminology required. Any combination of education and experience that would demonstrate the capability of performing the duties of this position will be considered.

License/Certifications
Must have a valid Washington State driver’s license and automobile insurance required.

Other Skills
Strong verbal, written and interpersonal communication. Proficient computer and office equipment skills. Must be able to effectively utilize Microsoft Office and department specific applications to perform work. Must have good organizational skills, be able to work independently, coordinate multiple priorities with frequent interruptions. Understands the basic concepts of data management (collection, aggregation, display, storage, validity and reliability); principles of release and retention of information. Must be service oriented in all communication with staff and patients.

Physical Demands and Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is regularly required to sit for long periods of time; when working in office. Repetitive tasks such as typing, sitting, answering phones, and interacting with computers and computer systems most of the day is a function of the position. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to focus. This position requires working in an indoor, environmentally controlled environment when in the office. The employee frequently will be required to lift, transport or move objects and supplies weighing over 50 pounds This position may require driving and supply delivery.