Manager, Staffing Operations – Contractual Recruitment Agency within UMMS

Job Description

General Summary 

Are you passionate about leading high-performing teams and achieving impactful results? Do you thrive in a fast-paced environment where you can shape the culture and drive success? Join us as a Manager, Staffing Operations, specializing in providing on-demand contract staffing solutions. You will be responsible for the development, implementation, and consistent performance of the University of Maryland Medical Center (UMMC) Staffing Center (USC) operations, proactively identifying and fulfilling staffing needs for member organizations. This position maintains responsibility and oversight of initial communication and tracking of onboarding and ongoing requirements for the clinical team, preparation of agreements and reports, and coordination of daily operations.  Your leadership will ensure that the UMMC is equipped with the best contract professionals to provide exceptional patient care. You will also ensure that our staffing solutions uphold the highest standards of quality and customer service, meeting the needs of both our patients and providers.

Principal Responsibilities and Tasks 
 
The following statements are intended to describe the general nature and level of work being performed by people assigned to this classification.  They are not to be construed as an exhaustive list of all job duties performed by personnel so classified. 

1. Under the direction of the USC leadership team, monitors the accuracy and timely completion clinical scheduling between the USC team member and member organization. 

A. Provides oversight of data to include competencies, appropriate onboarding education, and other staffing matrix information.   

(1) Assists in preparing and reviewing schedules for appropriate balance and achievement of targets. 

(2) Prepares schedule for staffing coordinators assisting with coverage as needed.                      

(3) Works with team in coordinating orientation of team members and updating scope, competencies, availability and float parameters to member organizations. 

B. With guidance from the leadership team, creates, revises and maintains processes for the department, to include staffing of special projects, as well as provision of staff for member organizations to include both” day of operations” and proactive assignment. 

C. Provides initial onboarding and orientation to new hire staffing coordinators and ongoing mentoring of performance to include compliance with all policies related to staffing. Assists with input in hiring of new staffing coordinators, arranging department onboarding, orientation and ongoing mentoring and performance improvement. 

D. Generates and maintains records and reports relevant to long term agreements, to include: a database of all staffing requests from member organizations, cost avoidance related to each agreement, a signed copy of the agreement between the team member and the member organizations, ongoing communications regarding rates and opportunities, and a dashboard to filter information for each member organization. 

E. Processes referral and/or agency conversion requests from member organization partners to provide timely transfer of clinical/non-clinical LTA’s. Maintains agency converted team member database. Partners with HR and EHS to ensure agency team members are onboarded according to fast track processes.  

F. Creates and maintains weekly internal communication of available assignments system-wide. Partners with communications team to create internal marketing tools and informational packets (flyers, handouts, emails) to distribute system wide. 

G. Works with team on the creation and maintenance of staffing reports for accuracy, consistency and completeness. 

H. Coordinates communication with HRIS, Payroll, and other stakeholders to assure accurate rates.  

I. Maintains accurate telephone lists of key resources at each facility and accurate data in systems e.g. sick calls, scheduling changes and deployment. 

2. Ensures that team members are entering data correctly in internal systems. Serves as a back-up contact person to report and follow-up on issues encountered while using the system.   

3. Develops processes to measure Staffing Center employee’s compliance with worked hours commitments. 

4. In collaboration with member organizations departments, including nursing, respiratory therapy, pharmacy, care management, etc., assesses requirements for staffing to meet patient needs.  Plans strategies and services to meet program needs.  Actively listens and learns about operations from system users.  Respectfully provides a new or different perspective on ideas and opportunities to leverage systems. 

5. Creates unit specific workflows to insure adherence to system and departmental guidelines.  Seeks guidance from leadership as appropriate.  Works inter-departmentally to understand the variables that affect scheduling, timekeeping and B4 Health Vendor Management system. 

6. Ensures a consistent high-level of quality deliverables.  Maintains accuracy and completeness in the work product.  Addresses inconsistencies in a timely manner.  

7. Ensures the quality of services provided by the department to the organization at large. 

8. Utilizes a data-driven, process focused and outcomes-oriented approach. Implements workflows to assess and respond to customer perceptions of service.  Is visibly involved in obtaining customer feedback, incorporating customer requirements into service design and requiring supplemental staff performance which meets customer requirements 

9. Implements workflows to manage and improve the performance of department level processes and to improve the performance, consistency and coordination of cross functional processes.