Job Summary:
The Operations Specialist holds a pivotal position in meticulously planning daily staffing operations while effectively representing the organization across diverse customer and employee interactions. This role demands outstanding project management skills and a profound understanding of staffing operations, specifically in areas such as per diem scheduling, payroll, and customer relations. A per diem employee does not possess a regular schedule and works on an as-needed basis based off the client's request for staff. The Operations Specialist utilizes their organizational and planning skills to manage our per diem temporary workforce's schedules depending on the client's daily request for staff. Leveraging expertise, the Operations Specialist adeptly analyzes business contracts and collaborates closely with clients and employees, offering valuable insights to stakeholders while advising on the implementation of contractual operations and personnel policies. Operating under general guidance, this role thrives in an environment where work assignments necessitate interpretation, requiring independent decisions on the optimal course of action.
Compensation:
Exempt Salary
$68,500.00
Plus, Bonuses as eligible
Duties/Responsibilities: Per Diem Workforce Management:
· Oversee the daily operations of the per diem staffing phone line during business hours and after hours (24/7) at least two weeks per month.
· Develop schedules for Per Diem Staff in When I Work, ensuring optimal coverage for designated customer locations.
· Liaise with customer contacts and employees to confirm shift assignments, striving for an 85% fill rate for daily shift staffing.
· Educate new Per Diem employees on assignment workflows, call-off procedures, and the effective utilization of When I Work software.
· Review monthly/weekly call-offs and cancellations from employees and clients, determining appropriate employee discipline.
· Complete monthly reporting on Fill Rate percentages.
· Analyze, verify, track, and report employee schedules for accuracy; prepare fill rate and utilization reports, collaborating with team leaders to identify trends in staff scheduling.
· Execute clearances for Per Diem Temp Staff to schedule shifts
Customer Onboarding and Employee Relations:
· Lead new customer onboarding meetings in collaboration with the Operations Manager.
· Ensure alignment of customer implementation standards with contractual obligations.
· Create and maintain internal procedures in accordance with contractual obligations.
· Accurately set up new clients on internal systems such as Elevate.
· Identify solutions to optimize the customer onboarding process, collaborating with the team for implementation.
· Develop new client orientations for new temporary employees in alignment with contractual guidelines.
· Communicate setup requirements to Payroll, HR, and Invoicing/AR Management.
Employee Training, Education, and Engagement:
· Administer training modules to new temporary workforce employees, ensuring completion and understanding before the initial work assignment.
· Conduct new hire orientations for the temporary workforce, facilitating a smooth integration into the operational environment.
· Provide training to clients on Scheduling, Time and Attendance, and Elevate systems such as When I Work and Elevate.
· Deliver training for the permanent or internal workforce on new/updated processes.
· Identify gaps in processes and collaborate with other departments to resolve them.
Administrative Duties:
· Collaborate with the Operations Manager to organize and present new customer information to Payroll, HR, and invoicing departments.
· Manage processes related to employee badge creation, uniform ordering, equipment distribution/return, and provide exceptional customer service.
Continuous Improvement and Attention to Detail:
· Demonstrate a continuous improvement mindset to enhance operational efficiency and effectiveness.
· Maintain keen attention to detail in all aspects of operations, ensuring accuracy and compliance.
Other duties as assigned Required Skills/Abilities:
· Exceptional organizational skills with the ability to manage multiple tasks and priorities.
· Effective written and oral communication skills.
· Proficiency in invoicing, timekeeping, and payroll processes.
· Strong proficiency in Microsoft Office suite.
· Analytical mindset with an aptitude for project management.
· Motivated, driven, and engaged approach to tasks and responsibilities.
· Creative problem-solving abilities.
· Demonstrated attention to detail in all aspects of work.
Education and Experience: Minimum of 3 years of relevant professional experience in a similar role. Bachelor's degree in a related field preferred. Physical and Other Requirements:
Prolonged periods of sitting at a desk and working on a computer. Must be able to lift up to 15 pounds at times.
Must be available to service per diem on call line after hours at least two weeks a month. The Operations Specialist will be required to answer the per diem staffing phone line at all hours during their scheduled weeks (24/7). The Operations Specialist should not miss any calls during their scheduled week, however in the event a call is missed the Operations Specialist will be required to return all phone calls within 10 minutes.
Work Environment & Requirements:
Hybrid (Must work in office at least two days a week)
Must have reliable phone service when working remotely Must have reliable internet service when working remotely
Must have an at home workspace available
Benefits:
Medical
Dental
Vision
Retirement
Paid Time Off (80 hours)
Paid Observed Holidays
