Planned Parenthood - Minnesota, North Dakota, South Dakota

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Staffing Coordinator – St. Paul or Minneapolis, MN

at Planned Parenthood - Minnesota, North Dakota, South Dakota

Posted: 10/15/2020
Job Status: Part Time
Job Reference #: 815bdbb4-a136-4f09-aa83-83edd9d1f453
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Job Description

Planned Parenthood North Central States

Staffing Coordinator – St. Paul or Minneapolis, MN

At Planned Parenthood North Central States (PPNCS), we believe all people deserve the right, the freedom, and the opportunity to follow their personal ambitions and choose their own path toward a healthier, more meaningful life. That’s why we protect, promote, and provide comprehensive and progressive sexual and reproductive health care for generations of young people and families with empathy, care, and respect. We are looking for passionate, dedicated staff who are eager to make positive contributions to their community and to the Planned Parenthood mission.

Under immediate supervision of the Staffing and Float Team Manager, the Staffing Coordinator is a key member of the Staffing and Scheduling department, working with Clinical Operations Leadership to plan and organize activities of clinical operations staff to meet the staffing needs of all clinical positions. This person will assist in the development, coordination, and communication of the clinic staff schedules ensuring adequate Physician, Clinician, Support Staff, and Clinic Assistant coverage of all individual clinics based on staffing criteria. The Staffing Coordinator is an advocate in implementing our mission of “Affirming the human right to reproduction health and freedom.” 

Essential Functions

Responsibilities include, but are not limited to:

  • Initiate regular communications with Clinical Operations Leadership to assess provider and clinic staffing coverage needs and changes.
  • Prepare relevant forms and distribute draft schedules, discuss change requests and PTO requests, and modify as necessary in accordance with approved procedures.
  • Prepare and distribute final versions of the schedule, in accordance with the scheduling timeline. Participate in the regular evaluation of the process in conjunction with Staffing and Scheduling Manager and Clinical Operations Leadership.
  • Inform Clinic Managers of situations that result in a scheduling conflict as defined in the scheduling procedures.
  • Orient new and existing staff to scheduling software and standard operating procedures.
  • Collaborate closely with Staffing and Float Team Manager and Assistant Manager, Training and Development Manager, Clinic Managers, and other Clinical Operations Leaders as needed to develop schedules that meet the needs of patients and employees.
  • Produce New Employee Onboarding calendars for all new clinic staff in advance of New Employee Orientation.
  • Acts as a subject matter expert of the scheduling software system for Clinical Operations.
  • Respond promptly and thoughtfully on behalf of the Staffing Department to communications that come to the Staffing and Scheduling email listserv.
  • Load NextGen templates based on daily staffing mix.
  • Assist Clinical Operations Leadership with blocking and unblocking templates based on last-minute staffing changes and adjustments.
  • Maintain clinician skills list.
  • Perform other related duties as assigned.

Standard Requirements

  • Understand and work as a team to meet PPNCS productivity goals and patient access goals.
  • Support, cooperate with, and implement specific procedures and programs for safety and security, confidentiality, quality assurance, compliance with current laws and regulations including HIPAA and mandated reporting, and training.
  • Support and participate in:
    • Common teamwork (cooperate and work together with all co-workers)
    • The use of tactful, appropriate communications in sensitive and emotional situations, demonstrating compassion, empathy, and dignity for all
    • Following up as appropriate with supervisor, co-workers, and patients regarding reported complaints, problems, and concerns
    • Promoting a positive public image and relation of PPNCS
  • Complete requirements for acceptable attendance and timeliness to work (standard business hours are Monday through Friday from 7:00am to 5:30pm and Saturday and Sunday from 7:00am to 12:00pm)
  • This position is based out of the PPNCS administrative headquarters at either our St. Paul or Minneapolis headquarters, unless otherwise determined by Clinical Leadership
  • Comply with PPNCS’ Administrative Dress Code Policy, as outlined in the Employee Handbook

Work Hours

This is a part-time position working 24 hours per week. Training will be held in Apple Valley and the permanent work location will be in St. Paul/Minneapolis.
Tentative schedule: Monday, Wednesday, and Friday from 7:30am to 12:30pm, and Tuesday and Thursday from 7:30am to 11:00am.

This position is eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, long-term disability, life insurance, PTO, extended illness leave, volunteer time off, paid holidays, and a 403(b) retirement plan.

Physical Work Intensity and Work Environment

Level 1, Sedentary – Physical requirements include sitting at a desk for six to seven hours per day in front of a computer terminal. Must be able to use hands for repetitive action on a daily basis, as well as a computer, telephone, calculator, laser printer, modem, and fax. Must be able to lift up to 20 pounds on an occasional basis. Must be able to climb stairs. The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Required Qualifications

  • Associate degree or equivalent experience
  • Two to four years’ administrative, office, or medical experience
  • Experience with staff scheduling
  • Demonstrated ability to multi-task and manage multiple complex projects

Desired Qualifications

  • Experience in a clinical setting
  • Familiarity with basic medical terminology
  • Experience facilitating training sessions and workshops

Knowledge, Skills, and Abilities

  •  Ability to work independently and as a member of a team
  •  Demonstrates professionalism, sound judgement, initiative, and critical thinking
  •  Excellent written and verbal communication skills
  •  High level of accuracy and attention to detail
  •  Proficient in all Microsoft Office products
  •  Availability to work flexible hours, as required
  •  Ability to track, analyze, and synthesize data
  •  Ability to conduct trainings with sensitivity to adult learning styles
  •  Impeccable follow-up skills
  •  Impeccable customer service skills with external and internal customers

Planned Parenthood North Central States supports people of all ages in making responsible choices and planning their futures. We are an organization committed to creating and fostering an environment that leads to engaged employees, and we believe engaged employees results in satisfied customers and exceptional experiences. When you work for Planned Parenthood you make a difference in the lives of those we serve by affirming the human right to reproductive health and freedom. 

PPNCS complies with federal and state disability laws and makes reasonable accommodations for applicants and employees with disabilities. If a reasonable accommodation is needed to participate in the job application or interview process, please contact Human Resources at 612-821-6147.

Planned Parenthood is committed to hiring and fostering a diverse, equitable, and inclusive workforce that effectively employs the skills and talents of all employees in our organization. All applicants will receive consideration regardless of their race, color, creed, sex, gender identity or gender expression, national origin, age, veteran status, marital status, religion, sexual orientation, size, disability, socioeconomic status, or status with regard to public assistance. We encourage diverse candidates to apply for this position. AA/EEO

Any job offer will be contingent upon the results of a background investigation.