Title: Scheduling and Timekeeping Manager
Location: San Antonio, TX
Position Type: Full time (30-40+ hours/week), hourly.
Contract: GSA
Education Level: Bachelor’s Degree
Job Category: Health Care
Start Date: March 1, 2025
SIN Number: 621-100
Our Company Promise:
We are committed to providing our Employees a stable work environment with equal opportunity for learning and personal growth. Vighter’s Mission is to provide efficient, fast, high quality healthcare staffing to our clients. Our Culture’s 5 key elements are crucial to the effectiveness of our employees in accomplishing our mission. These elements are:
- Dependability
- Integrity
- Personability
- Transparency
- Responsiveness
Creating and cultivating this Culture within the organization is our commitment to our employees.
Above all, Vighter employees will be provided the same concern, respect, and caring attitude that they are expected to share externally with every Vighter Client and Customer.
Summary:
Vighter LLC is seeking an experienced and dynamic Scheduling & Timekeeping Manager to oversee the scheduling operations within all of our locations. The Scheduling Manager will be responsible for developing and implementing efficient scheduling processes to ensure optimal staffing levels, minimize gaps in coverage, and support the delivery of high-quality patient care and for ensuring accurate recording and reporting of employee work hours, compliance with labor regulations, and the efficient operation of timekeeping processes. This role requires strong attention to detail, excellent communication skills, and the ability to manage sensitive information with discretion.
Principle Accountabilities:
- Develop and maintain master schedules for all clinical and non-clinical staff, including physicians, nurses, allied health professionals, and support staff.
- Coordinate scheduling activities across multiple departments and units to ensure adequate coverage for patient care services, diagnostic procedures, and administrative functions.
- Monitor and adjust staffing levels in real-time to address fluctuations in patient volume, staff availability, and unexpected absences.
- Identify opportunities to improve efficiency and productivity through the use of technology, automation, and innovative scheduling practices.
- Collaborate with department managers and HR to anticipate staffing needs and proactively address recruitment, retention, and training initiatives.
- Ensure compliance with all relevant labor laws, regulatory requirements, and organizational policies related to scheduling, including overtime, break periods, and staff-to-patient ratios.
- Stay informed about changes in healthcare regulations and accreditation standards affecting scheduling practices and implement necessary updates to ensure compliance.
- Conduct regular audits and reviews of scheduling practices to identify areas of non-compliance or risk and implement corrective actions as needed.
- Serve as the primary point of contact for scheduling-related inquiries, issues, and escalations from department managers, staff members, and external team members.
- Collaborate with department leaders, HR, finance, and other team members to align scheduling practices with organizational goals, priorities, and budgetary constraints.
- Manage and maintain the timekeeping system, including configuration, user access, and troubleshooting technical issues.
- Develop and implement policies and procedures for timekeeping processes, ensuring consistency and compliance with company policies and regulatory requirements.
- Conduct regular audits of timekeeping data to identify discrepancies or irregularities and take corrective action as needed.
- Oversee the collection and recording of employee work hours, including regular hours, overtime, and paid time off (PTO).
- Monitor and review timesheets submitted by employees, ensuring accuracy and completeness before processing payroll.
- Provide guidance and support to employees and managers on timekeeping policies, procedures, and system usage.
- Ensure compliance with applicable labor laws, regulations, and collective bargaining agreements related to timekeeping, including overtime, meal breaks, and recordkeeping requirements.
- Prepare and submit accurate and timely reports on employee attendance, hours worked, and other relevant metrics to management and regulatory agencies as required.
- Stay informed about changes in labor regulations and industry best practices related to timekeeping and attendance management.
- Develop and deliver training programs for employees and managers on timekeeping policies, procedures, and best practices.
- Provide ongoing support and assistance to employees and managers regarding timekeeping inquiries, issues, and system usage.
- Serve as a subject matter expert on timekeeping matters, offering guidance and recommendations to address complex or unusual situations.
- Other duties as assigned.
Knowledge and Skills:
- Must have exceptional customer service skills.
- Employees shall be technically proficient in the skills necessary to fulfill the job requirements, including ability to speak, understand, read and write English fluently.
Education:
- Bachelor’s degree in Healthcare Administration, Business Administration or a related field.
Qualifications:
- Minimum of 3 years of experience in scheduling, workforce management, or operations management, with demonstrated proficiency in scheduling software and practices.
- Excellent analytical skills, with the ability to interpret data, generate insights, and make data-driven decisions to optimize scheduling processes.
- Effective leadership and interpersonal skills, with the ability to motivate and engage staff, build cohesive teams, and resolve conflicts.
- Proficiency in Paycom, Microsoft Office Suite and experience with scheduling software (e.g., Cerner, Epic, Kronos) preferred.
Duty Hours / On-call Requirements:
- Generally speaking, the corporate office is open 8 a.m.-5 p.m.; however, during times of rapid mobilization and coordination of travel, hours may be extended to include nights and weekends.
- We try our best to accommodate your schedule, so please inform Vighter of your desired schedule and/or geographic limitations in advance.
Work Environment:
- Location: Vighter Corporate HQs, San Antonio, TX
- Supportive team of healthcare professionals and administrative staff.
- Opportunity to work with diverse populations, including immigration and asylum personnel and underserved communities.
Travel:
- As required to satisfy the contractual obligations. Generally, travel is limited to commute from residence to the worksite. Commute is non-compensatory. All official travel is government-funded.
Benefits:
- Competitive salary and comprehensive benefits package, with Medical, Dental, and Vision insurance available for W2 full time employees.
- Company-paid basic Life and AD&D insurance and subsidized health insurance (W2).
- Paid time off and holidays.
- Professional development and promotion opportunities.
Physical Requirements:
- Must be able to sit for more than 8 hours per day.
- Must be willing to work overtime if necessary.
- Must be able, with advance notice to float to surgical sites within 15 miles.
- Must be able to use an elevator or walk up and down stairs.
- Must be able to lift up to 40 pounds and carry up to 10 feet.
- Must be able to routinely grasp or handle objects, use finger dexterity, bend elbows/knees and reach above and below shoulders.
- Must be able to read and interpret handwritten and typewritten print.
- Must be able to communicate by voice and detect sound by ear.
- Must be able to perform duties in an indoor or outdoor environment
- Must be able to pass a criminal background investigation
- Must undergo Urine Drug Screening (UDS).
- Positions require applicants to be US Citizens, 21 years or older.
- Must complete criminal background check, and Child Abuse and Neglect (CAN) background check.
Vighter LLC is an equal opportunity and affirmative action employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law. Position is contingent upon contract award.
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