PRIMARY FUNCTION:

Responsible for the on-going management of the enterprise workforce scheduling system. Administrator is a key stakeholder in software implementation and provides ongoing software support for all end-users. They coordinate project management tasks of new and changed software functionality releases, conduct testing for all configuration changes, perform research and ongoing configuration activities, and create custom reporting, as needed. Collaborate with other System Administrators, Human Resources Information Systems (HRIS), System Super Users and Leadership to support overall strategic project management, facilitation, on-going maintenance and identify opportunities for improvement for the enterprise scheduling. This role most often assumes additional responsibilities as needed system.

ESSENTIAL FUNCTIONS:

• 
  Involves necessary key players to drive decisions on use of new or changed software functionality according to the organization’s staffing and scheduling processes
• Collaborates with department managers to optimize components of the system to ensure efficient use of labor resources.
• Provides data and analysis to managers to help drive decision making related to staffing and scheduling
• Serves as a project team member for software implementation, on-going maintenance and upgrades.
• Coordinates software development and integration with system vendor through HRIS; contributes to project timelines, communicate with user groups and work through HRIS to make system configuration changes.
• Facilitates training for new and existing users; responsible for organizing, and creating training sessions with new and/or changed functionality.
• Creates custom reports using system scheduling data and partner with HRIS on advanced reporting requirements.
• Serve as Departmental System expert with in-depth system knowledge and provide system troubleshooting support to end users.
• Ensures compliance with appropriate regulatory bodies such as but not limited to Department of Health and Joint Commission.
• Interacts with co-workers, visitors, and other staff consistent with the iSCORE values of Jefferson.

• Provides backup coverage for the other service lines in the absence of those System Administrators.
• Attends regular meetings with system vendor and provide periodic updates to application Leadership.
• Provides backup coverage for other team members.
• Maintains cross-team communications with other team members.
• Assists with developing and implementing departmental policy with respect to staffing.
• Performs other responsibilities as required.

• Maintains all system configuration to support optimal user experience
• Manages and updates information based on HR import data feeds
• Perform ongoing user assessment and configuration activities to support user groups changing needs or processes
• Establishes and maintains the configuration of the training environment to support training needs
• Analyzes and provides recommendations to appropriate stakeholders when software is not being maximized
• Verifies data accuracy and solves feed issues
• Performing research to resolve configuration or system inaccuracies could include the following tasks
  • By having a thorough understanding of how software functionality and data are connected, can perform configuration, data, and user research to understand the root causes of issue
  • Makes appropriate configuration changes or user education to resolve issues, or communicates with scheduling system developers if a bug is suspected
• Creating custom reports utilizing the data extracted from the scheduling system report writer
  • Accesses the interface to pull accurate and necessary data based on a menu of variables in the scheduling system when the pre-defined reports do not meet desired data needs
  • Understands variables to ensure appropriate data is pulled for various custom reports
  • Performs analysis on data to verify correct information was reported
  • Determines appropriate output format to support the file size and formatting objectives (note: Excel is commonly utilized to manage data derived from the report writer. Strong working knowledge of MS Excel is recommended.)

EDUCATIONAL/TRAINING REQUIREMENTS:

A Bachelor's degree is required, preferably in Healthcare, Business or Information Systems/Computer Science. Master’s degree preferred.

EXPERIENCE REQUIREMENTS:

Minimum of three years of professional experience in a technical and/or business related field. Experience in a healthcare environment preferred.

Implementation experience preferred but not required.

ADDITIONAL INFORMATION:

• Possess an in-depth understanding of the clinical, technical and service aspects of operations in order to provide leadership and guidance concerning information technology requirements.
• Must possess strong analytical and decision makings skills, possess initiative, sound judgment and a high level of autonomy.
• Must have a high aptitude for organization and attention to details required to perform the job duties.
• Must possess strong computer and organizational skills.
• Must be proficient in the use of various office equipment including computer and various software programs such as Microsoft Office.
• Ability to learn and become proficient in the use of specialized computer software programs.
• Ability to work in a demanding fast paced environment requiring emotional stability, flexibility and calmness under stressful conditions.
• Ability to make staffing decisions rapidly to staffing requests/needs and coordinate last minute staffing changes that affect patient outcomes.
• Must possess excellent communication/interpersonal skills both written (legible) and verbal.
• Must possess excellent customer service skills.
• Must be detailed oriented to ensure accuracy in task completion.

Covid Vaccination is a requirement for employment at Jefferson for employees working at Jefferson’s clinical entities or at the University. If you are not currently vaccinated you will be required to receive the vaccination prior to hire date if you are offered employment, unless you request and receive an approved medical or religious exemption from Jefferson.

Jefferson includes Thomas Jefferson University and Jefferson Health, a dynamic university and health system with broad reach across the Delaware Valley. Jefferson is the second largest employer in Philadelphia and the largest health system in Philadelphia based on total licensed beds.

Through the merger of Thomas Jefferson University and Philadelphia University in 2017, our University includes ten colleges and four schools. We are an NCAA Division II university and an R2 national doctoral university offering undergraduate and graduate-level programs that provide students with a forward-thinking education in architecture, business, design, engineering, fashion and textiles, health, medicine and social science.

Jefferson Health, the clinical arm of Thomas Jefferson University, has grown from a three-hospital academic health center in 2015, to an 18-hospital health system through mergers and combinations that include hospitals at Abington Health, Aria Health, Kennedy Health, Magee Rehabilitation and Einstein Healthcare Network. We have over 50 outpatient and urgent care centers; ten Magnet®-designated hospitals (recognized by the ANCC for nursing excellence); the NCI-designated Sidney Kimmel Cancer Center (one of only 70 in the country and one of only two in the region); and one of the largest faculty-based telehealth networks in the country. In 2021, Jefferson Health became the sole owner of HealthPartners Plan, a not-for-profit health maintenance organization in Southeastern Pennsylvania. We are the first health system regionally to create an aligned payer-provider partnership.

Jefferson’s mission, vision and values create an organization that attracts the best and the brightest students, faculty, staff, and healthcare professionals, as well as the most visionary leaders to drive exceptional results.

• OUR MISSION: We improve lives.
• OUR VISION: Reimagining health, education and discovery to create unparalleled value
• OUR VALUES: Put People First, Be Bold & Think Differently and Do the Right Thing

As an employer, Jefferson maintains a commitment to provide equal access to employment. Jefferson values diversity and encourages applications from women, members of minority groups, LGBTQ individuals, disabled individuals, and veterans.