Operations Project Coor-Center for Nursing Excellence

Brigham and Women's Hospital Boston, MA



JOB TITLE: Operations Project Coordinator FLSA: Exempt


REPORTS TO: Executive Director of Business Operations, DATE: December 2015

Patient Care Services



The Operations Project Coordinator is a central resource supporting Nursing Leadership to

ensure efficient operational units within Patient Care Services. Responsible for supporting the

weekly OneStaff payroll process, auditing payroll records, processing payroll corrections, and

orienting and training all new Operations Supervisors to the OneStaff payroll system, as well as

providing ongoing OneStaff educational support to the current Operation Supervisors. Provides

ongoing back up support for vacations, leave of absence or vacancy.

Responsible for the weekly Quadramed Acuity downloads, audits and acuity file maintenance.


1) Processes OneStaff payroll for the cost centers within the department of Patient Care Services.

a) Completes Monday morning payroll file audit of 5 cost centers in order to ensure

accurate and appropriate data entry by Operations Supervisors and assess training needs.

b) Runs tracking reports to check for data/potential payroll errors and corrects as


c) Copies the Monday payroll feed file to a shared drive

d) Processes payroll corrections on a weekly basis and coordinates training sessions aimed

at reducing payroll errors

2) Conducts a weekly maintenance review of the 1Staff Controller database and provides

correction/training follow up with Operations Managers as necessary.

3) Conducts the monthly One Staff Update process.

4) Maintains the yearly Scheduling Deadline Schedule


5) Updates/revises/maintains the Operations Manager/payroll manuals as needed.

6) Orients and trains new Operations Managers to OneStaff payroll, emphasizing data integrity

and confidentiality. And, provides ongoing direction and support to the Operations Managers.

7) Maintains the continuing operations and integrity of the OneStaff payroll system.

8) Performs a lead role with Operations Managers.

a) Provides vacation, sick or leave of absence coverage.

i) In the case of a leave of absence the Operations Project Coordinator performs all the

functions of the Operations Manager, e.g., change of status, etc.

b) Develops agenda for monthly meetings.

c) Manages the minutes from the monthly meetings.

d) Coordinates the payroll run schedule.

9) Manages RN Agency Contracts.

a) Manages new vendor submission process through the Office of the General Counsel.

b) Coordinates the establishment of Agency Purchase Order.

c) Manages Agency costing database.

10) Responsible for tracking the licenses for all RN's and LPN's employed by BWH.

Distributes reports to Nurse Directors and Associate Chief Nurses and provides follow up

review as needed.

11) Responsible for running monthly overdue evaluation reports and distributing to Nurse


12) Responsible for maintaining all BWH – Nursing Outlook mailing lists for Patient Care


13) Produce and maintain management data related to operational needs and projects, as

requested. Responsible for processing and maintenance of the weekly Bed Meeting report for

the Director of Personnel Resource Applications.

14) Coordinates and maintains systems for: (a) therapeutic beds, (b) therapeutic bed supplies,


(c) Purchase of capital equipment for Patient Care Services.

15) Coordinates processing operating and capital budget requests based on the patient care unit

needs. Responsible for coordinating computer and phone installation and upgrades for Nursing




1. Develops OneStaff reports based on the criteria defined by Nurse Directors or Associate Chief


2. Manages the weekly Quadramed Acuity downloads.

3. Performs other duties, as assigned.

4. Participates on Nursing, Hospital, or Partner's Healthcare System teams, as appropriate.


Bachelor's Degree required, Masters preferred.

3-5 years of healthcare or related experience.

Strong analytical, organizational, interpersonal and demonstrated customer service skills


Supervisory experience required.


1. Demonstrates competence in each of the following programs: Excel, Microsoft Word,

Access, Powerpoint, One Staff, Quadramed.

2. Ability to prioritize, complete tasks as assigned and manage multiple activities


3. Ability to work under pressure in a fast paced environment and meet deadlines.

4. Excellent communication skills - verbal and written.

5. Ability to supervise the work of others in a lead capacity.

6. Strong interpersonal skills in order to communicate effectively with a diverse group of

hospital and non-hospital personnel.

7. Ability to foster a team environment and work as a team member.

8. Strong financial/accounting skills.

9. Independent judgment needed to organize work and set priorities.

10. Understanding of medical terminology

11. Demonstration of flexibility and willingness to adapt to diverse roles as a member of the

Patient Care Services team.

12. Ability to assess individual learning needs and customize training.

Revised: Nurse Executive Board 7/01

Reviewed: Nurse Executive Board 9/03

Reviewed: Nurse Executive Board 1/07

Reviewed: Nurse Executive Board 12/15


Bachelor's Degree required, Masters preferred.

3-5 years of healthcare or related experience.

Strong analytical, organizational, interpersonal and demonstrated customer service skills


Supervisory experience required.