Scheduling & Timecard Administrator/Specialist

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Manages all scheduling and timekeeping functions for WVU Medicine’s Staffing Solutions Program, currently an internal resource pool of nurses and surg techs that travel to any hospital system-wide to fill critical staffing needs. The successful candidate will be organized, detail oriented, and a strong communicator who is able to manage multiple commitments at one time to hit payroll deadlines. This position includes receiving and responding to communication outside of normal business hours, as well as working every other Sunday as needed to prepare for payroll sign off.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• High school diploma or equivalent plus 2 years of experience working with payroll, timekeeping or scheduling of hourly employees.

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

• Experience using kronos for scheduling and timekeeping

• Experience working in a healthcare setting, specifically with nurses and surg techs

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an all-inclusive list of all responsibilities and duties.  Other duties may be assigned.

• Timekeeping and Schedule Management:

  • Handle timekeeping functions, including obtaining, entering and posting schedules, managing time off requests, coding hours to the correct cost centers, and ensuring accuracy with high attention to detail.

  • Ensure all incentives are tracked, entered, and updated according to each facility’s offerings.

  • Monitor, calculate, code and submit stipends.

  • Sign off on timecards and ensure that employees’ hours are recorded correctly.

  • Investigate payroll discrepancies and submit historical corrections as needed.

  • Manage and oversee transition to new scheduling and/or timekeeping applications.

• Communication and Coordination:

  • Communicate effectively with staff, colleagues, onsite managers, etc through various channels, including phone, email, and text.

  • Maintain open lines of communication with staff to manage schedules, answer inquiries, and follow up on timekeeping-related issues.

  • Collaborate with cross-functional teams and share documents efficiently to ensure coordination across departments.

• Organization and Reporting:

  • Maintain and update tracking spreadsheets, ensuring all data is up to date and accurate, with proficiency in Excel (e.g., using filters, organizing information).

  • Organize multiple tasks and deadlines related to timekeeping, schedules, and follow-ups, ensuring timely completion of all responsibilities.

  • Develop a system to track email and text communication to ensure no messages are missed or overlooked. Keep track of email and text message communication, organizing and following up on messages that require action.

• Ownership and Initiative:

  • Take ownership of your role, drive initiatives, and respond proactively without needing prompts from others.

  • Ensure all responsibilities are executed with high levels of efficiency, organization, and attention to detail.

  • Schedule time appropriately to ensure all deadlines for scheduling and payroll are met.

SKILLS AND ABILITIES:

• Ability to work every other Sunday to support payroll and timekeeping processes.

• Strong organizational and multitasking abilities to manage repetitive tasks and deadlines.

• Proficiency in Excel, with the ability to filter, track, and organize data effectively.

• Experience with timekeeping or payroll systems is preferred.

• Excellent communication skills, with the ability to manage varied communication methods (text, email, phone).

• Proactive, self-motivated, and able to take initiative in a fast-paced environment.

• Comfortable using personal devices (cell phone) for work-related communication.

Additional Job Description:

Scheduled Weekly Hours:

40

Shift:

Exempt/Non-Exempt:

United States of America (Exempt)

Company:

SYSTEM West Virginia University Health System

Cost Center:

574 SYSTEM Strategic Staffing Solutions