Nursing Office Secretary/Staffing Coordinator
3 days ago
Jamaica
Job Description JOB-19131 Nursing Office Secretary/Staffing Coordinator-01-2026 Required Computer Skills: • Proficient use of desktop and laptop computers, • Ability to multitask across multiple software platforms, • Fast and accurate data entry Microsoft Office Skills: • Microsoft Outlook • Professional email communication, • Calendar and meeting management • Microsoft Word • Creating memos, reports, policies, and correspondence • Microsoft Excel (ESSENTIAL) • Creating and updating staffing spreadsheets, • Using formulas (SUM, IF, COUNT), • Sorting and filtering data, • Tracking:, • Staffing levels, • Call-outs, • Overtime, • Agency usage, • Vacancies 2. Staffing & Scheduling Skills • Develop and maintain staffing schedules for all shifts, • Understand RN/LPN/CNA ratios and skill mix, • Adjust schedules based on census and acuity, • Track callouts, replacements, and overtime, • Minimize agency usage when possible, • Maintain and safeguard the Nursing Education/In-Service tracking spreadsheet, ensuring accurate documentation of education provided, dates completed, and staff attendance, • Monitor evaluation timelines and provide reminders to supervisors in coordination with Human Resources when staff evaluations are due, • Assist with scheduling interviews and coordinating appointment logistics for nursing leadership and Human Resources 3. Regulatory & Policy Knowledge • Basic knowledge of CMS staffing regulations, • Understanding of facility policies and union rules, • Awareness of survey expectations and staffing audits 4. Organizational & Time Management Skills • Prioritize tasks effectively, • Maintain accurate and up-to-date records, • Meet deadlines consistently, • Handle multiple urgent requests simultaneously 5. Communication & Interpersonal Skills • Clear, professional verbal and written communication, • Will take minutes for Nursing meetings and report to DON/ADON, • Will monitor schedule meeting for DON / Nursing department, • Ability to interact with nursing staff, leadership, HR, and administration, • Proper escalation of staffing issues to DON/ADON 6. Problem-Solving & Critical Thinking • Quickly identify staffing gaps, • Propose workable solutions, • Anticipate staffing needs, • Identify patterns and trends in staffing challenges 7. Attention to Detail & Accuracy • Preventing scheduling errors, • Ensure accurate timekeeping and staffing documentation, • Verify credential and assignment accuracy 8. Confidentiality & Professionalism • Maintain confidentiality of personnel and staffing information, • Comply with HIPAA and HR confidentiality standards, • Always demonstrate ethical behavior 9. Teamwork & Collaboration • Work closely with DON, ADON, supervisors, and HR, • Support leadership decisions, • Respect chain of command, • Scan and organize documents; create and maintain secure electronic folders for records in accordance with facility policy and regulatory requirements, • Work collaboratively with Medical Records personnel to ensure resident incident reports are properly safeguarded, scanned, dated, labeled, and readily available for internal review or external investigation 10. Reliability & Stress Management • Remain calm under pressure, • Handle staffing emergencies professionally, • Dependable and accountable PREFERRED (BONUS) SKILLS • Experience with staffing software (eVital, Kronos, or SmartLinx,, • Familiarity with payroll systems Our extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country. We are dedicated to recruiting candidates who consistently exceed our customers’ expectations. We provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.Established in 2005, Knowledge Builders Inc. (KBI) offers a wide range of services, including Information Technology Consulting, Administrative and Health Care Staffing solutions, Payrolling, and Call Center services to organizations of all sizes, including both private companies and governmental entities. KBI is a certified Woman-Owned Business Enterprise (WBE) recognized by New York State, New York City, and the Port Authority of New York and New Jersey.\r\n\r\nOur extensive consultant placements cover a variety of roles, from Technical Architects and Specialists to Developers, Project Managers, Analysts, Executive Secretaries, Nurses, Dietitians, Paralegals, Computer Operators, Food Preparation Workers, and many other occupations. To date, KBI has successfully placed over 1,000 consultants across more than 100 private sector companies and public sector agencies in New York State and throughout the country.\r\n\r\nWe are dedicated to recruiting candidates who consistently exceed our customers’ expectations.\r\n\r\nWe provide equal employment opportunity for all applicants and employees regardless of race, color, sex, gender identity, gender expression, religion, age, national origin, citizenship, disability, medical condition, family care status, marital status, domestic partner status, sexual orientation, genetic information, military/veteran status, or any other protected basis.
