Staffing Coordinator-Administrative Assistant III - CMHHIP

Staffing and Relief Pool Scheduling:

• Monitors updates and maintains Nursing Department schedules for all patient care units takes and documents calloff; reviews the master schedule for coverage needs in order to backfill shift vacancies and communicates with staff regarding these needs

• Identifies provides and coordinates coverage as needed among all CMHHIP units in consideration of identified needs based on acuity resources policies and guidelines

• Facilitate and obtain coverage on a shiftbyshift basis

• Followup with high acuity units at least once during any given shift to ascertain the status of coverage.

• Works collaboratively with managers on scheduling issues and receives input and feedback regarding improving processes and facilitating safe and effective coverage

• Ensure Units are optimally staffed and meet minimum numbers to provide safe and effective patient care based on the CMHHIP Nurse Staffing Plan. This position will assist with Maintaining compliance with mandatory inservice requirements including notification of classes and assisting employees in scheduling

• Maintaining education profiles including audits for completeness and timeliness

• Receives report and communicates with all units for crossshift information documents all calloffs no call/no shows of nursing staff. Provides documentation to the Office Manager RN III Nurse Manager and House Supervisor lead nurses and leadership as needed

• Track the use of the relief pool and share pertinent information with others as appropriate and needed

• Maintains proficiency in the current scheduling software application to staff the facility complying with applicable standards and guidelines

• Assists with the verification and authorization process of pool Leave/Absence Request and Authorization feedback to Keeps direct supervisors informed of pool employees work performance

Program and Administrative Support:

• Maintains communication with and notifies pool staff of inservices chart deficiencies in BEHR Code Zero DrillsComputer Based Training or other various paper/computer work which requires a deadline. Provide backup coverage to the existing Admin Assistant IIIs.

• Adheres to assigned work schedule and does not abuse leave practices

• Demonstrates knowledge of CDHS and CMHHIP policies and procedures

• Coordinates service delivery in the absence of others

• Maintains educational requirements by attending inservices required to meet the proficient level of job competency and hospital requirements

• Provides employees assistance with allocation of time in the timecard to enter and correct activity codes

• Provides functional guidance to staff and managers on scheduling processes and computerized scheduling programs and tracking sheets

• Ensures pool employees/supervisors are aware when TST (PPD) or any required vaccinations are due

• Ensures Quality Assurance/Performance Improvement (QA/PI) or audits are complete

• Responsible for entering data generating and compiling reports as requested while staying compliant at all times with Personnel Board Rules the COWINs Partnership Agreement CMHHIP Policy and Procedure and any other regulatory guidelines governing the use of and accumulation of sick vacation and any other leave time

• Meet CMHHIP deadlines for completion of personal time cards

• Completes and reports on weekly audits and findings of the schedules for accuracy and trending issues as assigned

• Utilizes multiple computer programs to complete reports and maintains proficiency in software programs (i.e. ExcelAccess email Google Apps etc.. Utilizing time management skills in completing various tasks in order of importance

• Reads and prioritizes emails in order of importance

• Responsible for reporting information on attendance calloffs timeliness of employees assigned to the relief pool when reporting for duty to the Staffing Office Manager

• Attends meetings as needed

• Provides backup coverage to fellow Administrative Assistant IIIs

Other Duties as Assigned:

• Any other duties that may arise that may need to be completed that are not covered in the above duty statements.

• A preemployment criminal background check will be conducted as part of the selection process as this position is deemed to have direct contact with vulnerable persons. Felony convictions conviction of crimes of moral turpitude or convictions of misdemeanors related to job duties may disqualify you from being considered for this position. Should your background check reveal any charges or convictions it is your responsibility to provide the CDHS Background Unit with an official disposition of any charges
• Shift work Required
• Former State employees who were disciplinarily terminated or resigned in lieu of termination must disclose the information on the application and provide an explanation why the prior termination or resignation should not disqualify the applicant from the current position. Absent extraordinary circumstances prior disciplinary termination or resignation in lieu of termination will disqualify the applicant from future State employment with CDHS.
• Shall not initiate or engage in sexual social personal or financial relationships with patients either during or any time after hospitalization even if the patient requests or initiates such a relationship. All relationships with current or former patients must be disclosed on your application;
• Successfully pass all modules of the CMHIP New Employee Orientation core curriculum to include English reading comprehension relevant competency assessments and written/practical exams in Defensive Tactics
• Possess the physical ability to complete CTI and CPR
• Lift arms above head and kick as high as own waist
• Stabilize another person to accomplish a controlled take down
• Withstand impact on own body using an ASP shield
• Rotate body 90 degrees with feet planted for using a defensive tactic
• Kneel on one or both knees and stand up again with multiple repetitions
• Must be able to see and hear in order to observe address and respond to potential breaches in safety
• Seize hold control or subdue violent or ive persons and defend oneself or others to prevent injury
• Demonstrate body agility strength of all four limbs and the ability to walk and climb stairs consistently
• Work in situations involving ive behavior physical control of another person and/or restraint situations
• Ability to read and comprehend the English language; effectively and fluently communicates in English both verbally and in writing
• Work in an environment with fluctuating noise and temperature (hot and cold) which may include working outdoors in inclement weather and/or concrete floor/wall work settings
• Agreeable and able to travel
• 2step TB (tuberculosis) screening is required of all new employees upon hire;
• Annual influenza vaccination.

About Us:

*Some positions may qualify for the Public Service Loan Forgiveness Program. For more

We are committed to increasing the diversity of our staff and providing culturally responsive programs and services. Therefore we encourage responses from people of diverse backgrounds and abilities.

ADAA Accommodations:CDHS is committed to the full inclusion of all qualified individuals. As part of this commitment our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment including completing the application process interviewing completing any preemployment testing participating in the employee selection process and/or to perform essential job functions where the requested accommodation does not impose an undue hardship. If you have a disability and require reasonable accommodation to ensure you have a positive experience applying or interviewing for this position please direct your inquiries to our ADAA Coordinator @ or call.