Staffing and Procurement Manager - The Brightpointe

Position Summary

The Staffing/Procurement Manager will play an integral role managing the human capital and tangible resources of the facility nursing department to meet operational requirements.

Essential Duties and Responsibilities (Staffing)

1. Manage nursing staff levels by performing: weekly audits of staffing spreadsheets, ensuring execution of staffing plans and management of open positions. Work directly with nursing leadership team and Human Resources to lead recruitment process for open positions
2. Create master staffing schedule for appropriate teams and following schedule to maintain sufficient staffing as operation requires
3. Approves timecards and manages PTO approval notification for all non-exempt team members
4. Oversees daily activities of team members’ performance as it relates to time management including leakage and overtime
5. Maintains attendance and tardy records for all nursing staff. Notify DOC of team members approaching coaching or discipline
6. Notify Director of Clinical Services (DOC) of trends in time-clock punches (early/late)
7. Create and distribute daily staffing plans based on current census and projected needs of admissions and discharges
8. Create and maintain a centralized file of team members contact information including, home telephone, mobile phone and email
9. Manage shift exceptions for coverage of call offs and other emergencies
10. Notifies HR department promptly of any changes to employee full-time/part-time status, team changes and shift changes
11. Act as a liaison between HR and Nursing department to manage payroll corrections

Duties and Responsibilities (Central Supply)

1. Achieves patient supplies operational objectives by contributing patient supplies information and recommendations to strategic plans and reviews; preparing and completing action plans; implementing production, productivity, quality, and customer-service standards; resolving problems; completing audits; identifying trends; determining inventory and delivery system improvements; implementing change
2. Manage  nursing  supplies  financial  objectives  by  forecasting  requirements;  preparing  an  annual  budget, scheduling expenditures, analyzing variances and as needed initiate corrective actions
3. Delivers patient care supplies to patient care areas by examining requirements with service areas; determining required inventory levels; scheduling and implementing deliveries
4. Charges patients for supplies used by identifying chargeable items; capturing supplies usage; auditing results of charging system
5. Keeps supplies ready by developing an inventory system; inventorying stock; placing orders; verifying receipt
6. Maintains disaster preparedness by planning alternative supply delivery approaches; auditing preparedness
7. Ensure that supplies and equipment are properly maintained & stored
8. Support an atmosphere which promotes process improvement and a team environment
9. Assist the immediate supervisor with various administrative tasks to support department operations as directed; may also be assigned special projects

Competencies

• Demonstrates management of expired supplies
• Demonstrates creation of and management of nursing department, team member block schedules
• Demonstrates proactive communication to HR regarding employee status change requests
• Accurately completes ongoing audits of emergency preparedness alternate supply delivery approaches
• Demonstrates accurate utilization of PAR scan system per role and facility expectations
• Demonstrates management of shift exceptions including PTO requests, tardiness, call-offs, approved FMLA leave, bereavement, etc.
• Demonstrates management of scheduling software for reasons to include minimization in team member overtime, open shifts, open block schedules, etc.
• Takes a proactive approach to checking, stocking, and ordering of supplies
• Demonstrates accurate reporting of supply usage, by customer, for billing purposes

Culture

This is a high performance, ever-evolving environment propelled by collaboration through our Teams of Excellence (T.O.E.) Program. The expectation for each team member is to engage in our complex and dynamic organization by adding value and support to fellow team members.

Work Environment

This job operates in a post-acute setting. This role requires regular walking to various locations around the facility. This role also routinely comes into contact with patients who may have contagious illnesses. Team member is expected to adhere to facility’s no-smoking policy.

Physical Demands

While performing the duties of this job, the employee is regularly required to talk and hear. This position is very active and requires standing, walking, bending, kneeling, and stooping all day. The employee must frequently lift and/or move items over 60 pounds.

Position Type and Expected Hours of Work

This is a position in a post-acute setting that is open 24 hours a day, 365 days a year. Weekend and holiday shifts will be required.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for their job. Duties, responsibilities, and activities may change at any time with or without notice.

HIPAA

Team members are required to adhere to policies and procedures implementing HIPAA requirements for the privacy and security of protected health information. Team members are permitted to use and/or disclose only minimum amount of Protected Health Information necessary to complete assigned tasks. Report all suspected violation of company’s HIPAA policies or procedures to facility CEO.

Knowledge, Skills and Abilities

1. Interpersonal skills necessary in order to provide effective leadership, maintain a variety of internal and external contacts, and work cooperatively with a variety of facilities, managers, executives, and team members
2. Analytical abilities necessary in order to evaluate delivery of care systems; respond to deficiencies by identifying and implementing appropriate corrective action; develop and administer sound department budgets
3. Skilled in motivating team members
4. Ability to maintain confidentiality
5. Ability to communicate effectively with internal and external customers at all levels of the organization
6. Proficient computer and Microsoft Application skills. Must have an ability to learn new systems
7. Ability to work with a culturally diverse resident and employee population
8. Must have positive communication skills and demonstrated adequate maturity and patience
9. Proficient in the English language. Excellent communication (verbal and written), customer service and interpersonal skills
10. Must have strong organizational skills with attention to detail, as well as strong leadership skills
11. Must be able to successfully prioritize workload, demonstrate initiative, and analyze situations to make sound decisions based on available data
12. Ability to maintain a calm, professional demeanor under pressure
13. Self-directing with the ability to work with minimal direct supervision