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Staffing Manager

Company: Terwilliger Plaza Inc
Location: Portland
Posted on: July 2, 2024

Job Description:

At Terwilliger Plaza, located in beautiful downtown Portland, we believe that encouraging a deeper sense of dedication and belonging is key to how we attract and retain our best people. By embracing our diverse experiences and views, we are better positioned to deliver results, create innovations that matter, and thrive in todays changing world. Join us as we Live Forward and cultivate a phenomenal place where our team works and thrives.Why Work Here?Medical, Dental & Vision50% off Employee Discount in Dining and Deli24/7 access to an onsite gymOnsite SalonScholarship OpportunitiesCompany Paid Monthly TriMet PassCompetitive Pay401k MatchingTapcheck - Same day payUnder the direction of the Director of Health Services, the Staffing Manager is responsible for implementing and maintaining appropriate staffing levels for the department, onboarding and training of new hires, and day-to-day supervision of direct care providers for all staffing-related activities.Essential Job Functions:StaffingResponsible for ensuring adequate staff are employed and trained to meet clients needs, in cooperation with the Director of Health Services and the Human Resources department. This includes:Resume screening.Interviewing.Reference checks.Making offers within the current wage scale for positions offered. Offers are to be made on offered position and not based on overall experiences. Anything outside of the current scale requires Director of HS or VP of HS approval.New hire onboarding that includes a combination on-line and in person training.In-person training includes fire and life safety, physical tour, review of department specific policies and procedures.On-line training may include but is not limited to pre-service dementia training, pre-service infection control training, general orientation, food handler training, and other trainings as required by the Department of Human Services.Modifies job templates and submits job requisitions for vacant positions.Manages all new hire announcements of Health Services staff on Channel 982.Ensure all new hires complete required trainings on time at hire, within 30 days of hire and annually as required by OARs.Verify new hire information in the HRIS system is accurate, including job title, position seat, full-time/part-time/on-call status and wage.Creates the annual continuing education training plan and assigns accordingly.SchedulingResponsible for the overall creation and maintenance of staff schedules for the Health Services department, with consultation from the Director of Health Services, and with support from the Staffing Coordinator, if applicable.Responsible for scheduling based on acuity, utilizing the acuity-based staffing tool (ABST) to provide appropriate levels of staff in correlation with Member care and facility needs.ABST will be update at a minimum of monthly and as needed for new admissions, discharges and with significant changes of conditions identified by the HS Clinical Manager/RN.Current acuity levels reports are obtained from the electronic health record system.Creates, distributes, revises schedule.Maintains accurate up-to-date records of staff contact information and availability in scheduling software and on cell phone utilized for on-call.Manages staff time-off requests, and determines whether time-off can be granted in accordance with staffing needs, and company and department policies.Responsible for communicating schedule and any changes with employees, the Director of Health Services, nursing managers, charge nurses and/or administrative staff regarding any unresolved issues or concerns related to staffing.Authorizes overtime as appropriate for efficiency of business operations.Manages after-hours staffing needs by being part of the departments on-call rotation with other HS Managers or Directors.Reconciles schedules to timecards for accuracy.Develops and analyzes staffing statistics and metrics, creating reports for monthly board reports and quarterly quality assurance meetings.Works closely with Director of Health Services and Health Services Clinical Manager/RN in determining effective staffing solutions based on current clinical care needs.Schedules and facilitates monthly Health Services staff meetings and trainings. This includes room reservations, creating agendas, arranging speakers as necessary and maintain minutes.Coordinates staff recognition events and activities including ordering/purchasing items for events within HS budget. Major events include National Nurses Week, National Nursing Assistant Week and National Assisted Living Week.Coordination of student orientation and clinical schedules with outside colleges and organizations, including but not limited to University of Portland, Portland State University and Concorde.Other duties as assigned, without impairing ability to perform essential job tasks.Performance ManagementSupervises and manages the Staffing Coordinator, if applicable.Submit performance action forms (PAFs) in timekeeping system for terminations, status changes and wage adjustments.Maintains Dept of Human Services Quality Metric Training tracker for annual quality metric reporting.Schedules Food Handler training in addition to First Aid, CPR and AED training with vendor as needed for staff that need to obtain or renew certification.Conducts audits at a minimum of weekly, of caregiver charting for compliance with service plan documentation, dishwasher temp logs, food temp logs and provides follow-up with staff that are missing documentation. Provides coaching/disciplinary action as needed for those employees needing improvement.In collaboration with Human Resources, conducts employee file audits for completion and accuracy monthly.Initiates employee performance 90 day and annual reviews.Ensures employee completes the self-review, identifies goal(s), and meets with employees in person to discuss performance appraisal. This may be done in conjunction with the Director of Health Services and Clinical Manager/RN.Coordinates with the Director of Health Services , providing input on staffing policies annually and as needed.Document employee attendance and performance areas of concern and takes appropriate disciplinary action, in consultation with the Director of Health Services, Health Services Clinical Manager/RN, as appropriate and Human Resources.Management of Relias learning management system, including CERT tracks, staff meetings and attendance for the health services department.Ensures employees meet regulatory compliance requirements including but not limited to adequate continuing education hours, training topics, license and/or certification renewals and collects and maintains supporting documentation.Recommends and implements staff development activities to facilitate the growth of departmental cohesion.Assists Director of Health Services with annual budget planning for the HS department.Assist with conducting investigations related to staff performance, time and attendance activity and complaints.Attend daily stand up with the management team virtually and shift change report in the Metcalf/Terrace in person.Coordinate with the Safety Compliance Specialist for completion of drills including but not limited to fire, missing person, active shooter, and earthquake drills.Creates in collaboration with Human Resources, modified job duties based on employee work restrictions.Audit and approve timecards timely for processing of payroll.Staffing manager performance will be based on employee turnover rates, staff compliance with required trainings, record retention, staff compliance with food, appliance and touch charting documentation, and staying within budgetary limits.QualificationsEducation Required:Bachelors Degree preferred, preferably in a human services or healthcare field.Years/Months of Experience:Minimum of three to five years of progressively responsible experience in supervising a large staff of direct service providers in the in-home care, home health, social service or healthcare field.Minimum of three to five years supervising staff scheduling in a high-volume and fast-paced atmosphere.Knowledge / Mental / Skill Requirements:Excellent written and verbal communication skills including communicating work effectively with a diverse population.Familiarity with Oregon Administrative Rules governing ALF/RCF agencies preferred.Previous experience with staffing software. Excellent computer skills and ability to understand and utilize job-specific software/databases. Working knowledge of MS Office with emphasis on Word, Excel, Outlook, and PowerPoint.Must be detail oriented with demonstrated accuracy.Must be able to work independently, as well as thrive in a fast-paced, dynamic, team environment.Ability to interpret and comply with regulations and policies.Ability to prioritize workload while dealing with multiple demands and priorities.Highly organized and have the ability to adapt and deliver despite continuously changing priorities.Ability to provide thoughtful and thorough analysis, draw conclusions and make recommendations.Proactive conflict management/resolution skills.Reliably use sound and ethical judgment.Maintain strict confidentiality of records.Able to work evenings and weekends as necessary to meet business goals.List tools, equipment, etc used for the position:Computers and software: Personal Computers, Microsoft Office, PowerPoint, Publisher, Outlook, Print Shop, Access system, Excel, Matrixcare and any special software.Office equipment: Telephone, computer CRT, copier, fax, printer, scanner, postage machine, radio, RCare device, etc.Physical Activities of the Position:This position will spend long hours sitting and using office equipment and computers, which can cause muscle strain. This position will also have to do some lifting of supplies and material from time to time. Must spend long hours in intense concentration. Must also spend long hours on the computer entering information which requires attention to detail and high levels of accuracy. There are a number of deadlines associated with this position, which may cause significant stress. Limited remote work is an option with approval of the Director of Health Services.Terwilliger Plaza evaluates qualified candidates without regard to race, color, religion, sex, national origin, veteran status and other protected characteristics.The job description is not meant to be an all-inclusive list of duties and responsibilities but provides a general overview of positions job function in the company.by Jobble

Keywords: Terwilliger Plaza Inc, Portland , Staffing Manager, Executive , Portland, Oregon

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