Scheduling Administrative Specialist

This is a part time role working 40 hours a pay period, Monday-Friday, 8 AM to 12 PM.

Scope
• Abide by state and federal staffing regulations.
• Create nursing schedules for Alexandria region.
• Follow established standards for scheduling.
• Assist with employee timesheet approvals, ensuring accuracy for payroll.
• Submit employee change of statuses, open position requisitions and process terminations through our HRIS system.

Knute Nelson Values
Christian Heritage
We believe that our Christian heritage is an integral part of the care we provide.
Valuing People
We believe that our success depends on an engaged workforce that is able to carry out meaningful work, has a clear organizational direction and the opportunity to learn in order to achieve a high standard of performance.
Customer-Focused Excellence
We will seek to understand our customer’s desires, respond to their voice and deliver a valuable experience.
Community Engagement
We believe we are an integral part of the communities we serve and will invest time and resources to benefit the communities, which will benefit those we serve.
Stewardship
We believe we must be good stewards of our financial resources to ensure adequate funds are available to fulfill our mission.

Competencies
• Accountability and Trust - Relentless about accomplishing company priorities. Identifies what needs to be done and proactively takes prompt action to accomplish objectives and achieve goals. Has a strong sense of urgency about solving problems and striving for excellence in performance to company strategies and goals. Instills mutual trust and confidence; creates a culture that fosters high standards of ethics; behaves in a fair and ethical manner toward others and demonstrates a sense of corporate responsibility, confidentiality and commitment of service.
• Customer First Attitude - Makes the customer experience a primary focus of one’s actions; is accessible and provides prompt service. Develops and sustains mutually beneficial customer relationships. Quickly and effectively solves customer problems. Inspires, motivates, and guides others toward goal accomplishments. Consistently develops and sustains cooperative working relationships. Encourages and facilitates cooperation within the organization and with customer groups; fosters commitment, team spirit, pride, trust.

Education and Experience Required
• High School Diploma.
• One year of experience scheduling employees in a fast-paced environment where there are needs 24 hours a day, 7 days a week.
• One year of experience using scheduling software.
• Experience in senior living/health care setting preferred.
• Strong computer skills, including Microsoft Outlook, Work and Excel.
• Able to physically perform the duties required by the position.
• Required to have the ability to read, write and speak English well enough to communicate with staff, residents and visitors.

Key Responsibilities
• Schedule staff hours and assigns work per state or federal guidelines.
• Fills unscheduled shifts as needed.
• Balance the needs of the nursing team with the staff scheduling requests.
• Assist in the preparation, distribution, and/or maintenance of a variety of staffing and scheduling records and reports.
• Posts daily nursing hours as mandated by federal regulations.
• Assist in verifying Nursing Assistants are on the Minnesota Registry.
• Assist in completing annual employment verifications for the Minnesota Registry.
• Create nursing schedules for Grand Arbor, Nelson Gables and the Care Center.
• Create new staff training schedules.
• Assist in setting up skills training for new staff.
• Assist in managing time off requests.
• Ensure compliance to scheduling policies and standards.
• Assist other divisions of the Knute Nelson continuum on schedule procedures and new processes.
• Ensure fiscal responsibility by complying with internal policies and procedures and monitoring employee hours worked, overtime, etc.
• Track pay codes, and ensure they are transferred.
• Assist in tracking attendance for the nursing department.
• Compare timesheets to scheduled hours and makes corrections for payroll.
• Post open positions for nursing department in requisition software.
• Processes terminations and resignations in HRIS.
• Process change of status forms in HRIS.
• Participate in quality performance in all aspects of job responsibilities and functions.
• Participate in and promote teamwork.
• Seek, recommend, and/or implement new methods and means of providing quality service and continuous improvement.
• Maintain a team approach to a culture in which the resident comes first.
• The duties and responsibilities listed above are representative of the nature and level of work assigned and are not necessarily all inclusive.

Other Details
Exemption Status: Hourly Non-Exempt
Direct Reports: None
Leadership Received: Scheduling Manager
Department: Administration
Division: Care Center, Grand Arbor and Nelson Gables