Important Recruitment Information for this vacancy

Job Posting closes: July 27, 2026

Agency Information: Osawatomie State Hospital

About the Position

Who can apply: Anyone

Classified/Unclassified Service: Unclassified

Full-Time/Part-Time: Full-Time

Regular/Temporary: Regular

Work Schedule: M - F, 7:00am - 3:30pm

Eligible to Receive Benefits: Yes

Veterans' Preference Eligible: Yes

Search Keywords: Administrative Support, Scheduling, Shiftboard, Staffing, Timecards

Compensation: $20.33 - $23.54

TEMPORARY additional differential of $2.50/hr for all hours worked.

• Salary can vary depending upon education, experience, or qualifications.

Osawatomie State Hospital is licensed by the State of Kansas to provide care and treatment for adults diagnosed with psychiatric disorders regardless of ability to pay. There are currently two hospitals on the Osawatomie campus in Miami county: Osawatomie State Hospital (OSH) and Adair Acute Care (AAC). Adair Acute Care are a 60-bed facility, certified by the Centers for Medicare and Medicaid Services.

All employees are expected to work in a harmonious and cooperative fashion with other staff to provide efficient and effective customer service: to use free time as available to assist other staff in the completion of work assignments and perform other tasks as needed; to contribute to a positive work environment through a positive, helpful, courteous demeanor towards staff, customers and the general public; and to adhere to appropriate standards of conduct regarding the use of leave, reports to work on time and in the designated fashion.

The purpose of the Scheduling Senior Administrative Specialist is to provide advanced administrative and operation support for Nursing Services staffing operations. To coordinate and oversee complex scheduling and staffing functions for hospital nursing services, including maintaining staffing line-ups, staffing sheets, census verification, Shiftboard management, timecard corrections, attendance tracking, and hospital staffing movement.

The essential functions of this position may require physical strength to frequently push, pull, twist, bend, squat, walk, stand for extended periods of time, lift and/or restrain residents with or without assistance and respond to aggressive resident behavior with specific, trained techniques. Be able to observe and respond to residents in distress.

Osawatomie State Hospital Adair Acute Care is funded in part by the Centers for Medicare and Medicaid Services and is subject to requirements bestowed by Federal and State levels of government conditions of participation.

Employment Benefits

Comprehensive medical, mental, dental, vision, and additional coverage

Sick & Vacation leave

Work-Life Balance programs: parental leave, military leave, jury leave, funeral leave

Paid State Holidays (designated by the Governor annually)

Fitness Centers in select locations

Employee discounts with the STAR Program

Retirement and deferred compensation programs

Visit the Employee Benefits page for more information…

Position Summary & Responsibilities

Position Summary:

Provides advanced administrative and operation support for Nursing Services staffing operations. To coordinate and oversee complex scheduling and staffing functions for hospital nursing services, including maintaining staffing line-ups, staffing sheets, census verification, Shiftboard management, timecard corrections, attendance tracking, and hospital staffing movement.

Exercises independent judgment in coordinating staffing operations, resolving scheduling issues, maintaining agency contract records, and ensuring staffing coverage in accordance with hospital policies and procedures.

Serves as a key resource for nursing leadership, supervisors, and staff by independently managing daily staffing operations, maintaining attendance reporting, coordinating staff scheduling activities, and supporting administrative functions related to agency staffing and nursing operations. Acts as backup to the Scheduling Supervisor during absences, including obtaining approvals from appropriate leadership, coordinating agency interviews, communicating with staffing agencies regarding contracts, and conducting Shiftboard training during new hire orientation.

Maintains records related to self-scheduling RN staff for both AM and NOC shifts and ensures schedules are documented and accessible for review when needed. Maintains electronic and paper agency contract files to ensure records are organized, current, and available for operational and compliance needs.

Provides daily attendance monitoring and reporting to supervisors across the organization as needed.

This position requires advanced organizational abilities, analytical thinking, independent decision-making, and the ability to manage multiple complex staffing functions simultaneously in a fast-paced healthcare environment.

Job Responsibilities may include but are not limited to the following:

• Develops nursing service staff schedule in accordance with hospital’s current policies and procedures.
• Demonstrate continued competency in providing core staffing for quality patient care as evidenced by work performance evaluations, quality assurance and performance improvement (QAPI) reports and findings.
• This position requires flexibility in managing daily work schedules for Nursing staff which consists of RNs, LPNs, LMHTs and MHDDTs.
• Evaluation of the daily shift schedule is on-going, and changes are required on an hourly basis. This is accomplished by maintaining interpersonal relationships with staff and negotiating O.T. days, shift assignment to follow staff procedures requirements.
• Performs diversified administrative duties requiring analytical thought, planning, and independent judgment.
• Coordinates office services related to Nursing Servies staffing operations
• Maintains staffing date, records, and documentation.
• Serves as backup to the Scheduling Supervisor during absences by independently coordinating staffing operations and obtaining required approvals from nursing leadership.
• Maintains and organizes all agency contract files in both electronic and paper formats to ensure accessibility, compliance, and proper retention of records.
• Monitors employee attendance, staffing timeliness, hospital-to-hospital movement, and staffing coverage daily.

Qualifications

Minimum Qualifications:

Three years of administrative, clerical, scheduling, or administrative support experience required.

Preferred Qualifications:

• Experience in healthcare staffing, scheduling, or workforce coordination.
• Knowledge of Shiftboard, Microsoft Teams, scheduling systems, and hospital staffing operations.
• Excellent organizational, communication, analytical, and problem-solving skills.
• Ability to exercise independent judgment and make decisions regarding staffing operations and administrative processes.
• Minimum of three years of administrative/clerical experience.
• Excellent organizational skills.
• Knowledge of Shiftboard and Teams.

Recruiter Contact Information

Email: OSH.HR@ks.gov

Phone: (913) 755-7333

Job Application Process

First Sign in or register as a New User.

Complete or update your contact information on the Careers> My Contact Information page. *This information is included on all your job applications.

Upload required documents listed below for the Careers> My Job Applications page. *This information is included on all your job applications.

Start your draft job application, upload other required documents, and Submit when it is complete.

Manage your draft and submitted applications on the Careers> My Job Applications page.

Check your email and My Job Notifications for written communications from the Recruiter.

Email – sent to the Preferred email on the My Contact Information page

Notifications – view the Careers> My Job Notifications page

Helpful Resources at jobs.ks.gov: “How to Apply for a Job – Instructions” and “How to Search for a Job – Instructions"

Required Documents for this Application to be Complete

Upload these on the Careers - My Job Applications page

Transcripts

DD214 (if you are claiming Veteran’s Preference)

Upload these on the Attachments step in your Job Application

Helpful Resources at jobs.ks.gov: “How, What, & Where do I Upload Documents”

Kansas Tax Clearance Certificate: A valid Kansas Tax Clearance Certificate is a condition of employment for all employees of the State of Kansas. Applicants (including non-residents) who receive a formal job offer for a State job, are required to obtain a valid Tax Clearance within ten (10) days of the job offer. A Tax Clearance can be obtained through the Kansas Department of Revenue who reviews individual accounts for compliance with Kansas Tax Law.

If you have a missing tax return(s) or you owe taxes to the State of Kansas, please know that the Kansas Department of Revenue will work with you. The Kansas Department of Revenue can set you up on a payment plan to receive a Tax Clearance so you can get a job working for the State of Kansas. The Kansas Department of Revenue can be contacted at 785-296-3199. Kansas Department of Revenue - Tax Clearance Frequently Asked Questions

How to Claim Veterans Preference

Veterans' Preference Eligible (VPE): Former military personnel or their spouse that have been verified as a "veteran"; under K.S.A. 73-201 will receive an interview if they meet the minimum competency factors of the position. The veterans' preference laws do not guarantee the veteran a job. Positions are filled with the best qualified candidate as determine by the hiring manager.

Learn more about claiming Veteran’s Preference

How to Claim Disability Hiring Preference

Applicants that have physical, cognitive and/or mental disabilities may claim an employment preference when applying for positions. If they are qualified to meet the performance standards of the position, with or without a reasonable accommodation, they will receive an interview for the position. The preference does not guarantee an applicant the job, as positions are filled with the best qualified candidate as determined by the hiring manager.

Learn more about claiming Disability Hiring Preference

PLEASE NOTE: The documentation verifying a person's eligibility for use of this preference should not be sent along with other application materials to the hiring agency but should be sent directly to OPS. These documents should be scanned and emailed to Gustavo.Victoriano@ks.gov, or can be mailed/delivered in person to:

ATTN: Disability Hiring Preference Coordinator
Office of Personnel Services
Docking State Office Building
915 SW Harrison Ave, Suite 260
Topeka, KS 66612

Equal Employment Opportunity

The State of Kansas is an Equal Opportunity Employer. All qualified persons will be considered for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, political affiliation, disability or any other factor unrelated to the essential functions of the job.

If you wish to identify yourself as a qualified person with a disability under the Americans with Disabilities Act and would like to request an accommodation, please address the request to the agency recruiter.