Staffing Specialist I

The role of providing staffing coordination, technical and administrative support to various managers, supervisors, and staff is essential to maintaining a well-organized healthcare system. This includes staffing, scheduling, maintaining databases, monitoring staff time and attendance, data compilation, hiring trend analysis, FTE budget to actual tracking, performance tracking and management, and support overseeing of a variety of human resource processes to included recruiting, onboarding, training, and facilitating the hiring of new staff. Additionally, the role requires maintaining and supporting a culture of compliance, ethics, and integrity, with a knowledge of policies and procedures in accordance with applicable regulatory requirements, external laws, and accreditation standards. Fraud or abuse is appropriately reported, and the position ensures that all staffing office processes have been exhausted per contractual guidelines, Kaiser policies, and existing laws to schedule appropriate staff to meet patient care and support service needs. The position also provides functional direction to assigned staff and ensures all clinical departments have adequately trained, qualified staff in backfilling for various leaves.

• May Provides and maintains appropriate staffing levels based on available Nursing, Clinical and Non-Clinical Ancillary staff roles in the KPGA Market based on the information provided from the staff and management.


• Provides and maintains appropriate staffing levels based on available Nursing, Clinical, and Non-Clinical Ancillary staff roles across all Markets Outside of California based on input from staff and management, including vacation requests, time off, and sick calls.


• Prepares, posts, and adjusts schedules to fill all positions cost-effectively while following applicable HR policies and labor contracts.


• Negotiates schedules and changes in schedules for their respective Market with staff, leads, supervisors, and managers, while collaborating daily to meet regional staffing needs.


• Interacts with internal and external customers to meet the staffing needs for their respective Market while helping management maintain staffing within budgetary constraints.


• Identifies trends by tracking and analyzing data, making recommendations for problem resolution, or needed overage, and coordinating vacation approval/denial and annual vacation requests according to HR policies and labor contracts.


• Coordinates position control and requisition process, including submitting positions for approval, updating databases, and communicating with HR, Finance, and appropriate managers.


• Participates in onboarding all staff and monitoring compliance with required testing and competencies.


• Demonstrates superior and culturally sensitive service behaviors and principles defined by the KP Service Quality Credo, KP Mission, and specific departmental/organizational initiatives.


• Supports Service Area Senior and Executive Leadership as directed, performing other duties as assigned.


• Documents all staffing changes accurately in scheduling systems and shift reports while interpreting contractual language, Kaiser policies, and state/federal laws regarding scheduling and pay practices/incentives.


• Completes all contractual scheduling processes within specified time frames while analyzing and modifying workforce resources.


• Triages incoming inquiries and escalates issues as needed, requests, modifies or terminates all access for KP employees and contingent workers as required by their position.


• Builds, modifies, or terminates schedules for contingent workers and KP employees throughout all schedule periods while processing regional time off requests and retractions within contractual guidelines and processes for all schedule periods by analyzing and modifying schedules.


• Maintains LOA or modified schedules for regional departments by collaborating with designated leaders, employees, and other departments, ensuring the scheduling system and tracking reports are continually updated.


• Troubleshoots employee access issues and collaborates as needed to resolve, processes regional time off requests and retractions within contractual guidelines and processes for all schedule periods by analyzing and modifying schedules, and audits scheduling, timekeeping, and HR systems for accuracy.


• Creates contingent worker job requisitions in designated systems, builds new contingent staff profiles into scheduling systems, and advises and educates leaders and employees on contractual guidelines, pay practices, contingent worker processes, and system usage.


• Maintains accurate employee and contingent worker information in scheduling systems while participating in special/seasonal projects and assisting in ensuring appropriate licenses, certifications, or qualifications are up to date in scheduling systems.


• Develop and implement effective recruitment strategies to attract high quality candidates


• Conduct job interviews and screenings to evaluate candidates qualifications, experience, and fit for the role in support of final manger approval


• Manage the onboarding process for new hires, ensuring they receive the necessary training, orientation, and support to succeed in their role


• Develop and deliver training programs for new and existing employees to improve skills and performance.


• Maintain accurate and up-to-date records of employee data, including personal information, employment contracts, and training records.


• Collaborate with managers to identify staffing needs and develop hiring plans to meet those needs


• Stay up to date with employment laws, regulations, and best practices to ensure compliance and mitigate risk.


• Provide guidance and support to managers and employees on HR-related issues, including performance management, employee relations, and disciplinary actions.


• Use HR software and tools to manage recruitment, onboarding, and training processes efficiently and effectively.


• Communicate with candidates, new hires, managers, and other stakeholders to ensure a positive and productive experience throughout the hiring process.