Administrative Assistant

Responsibilities

• Maintains inventory and orders office and other supplies at own discretion according to knowledge of usage patterns and budgeted allowances.
• Prepares and follows up on purchase orders and requests for checks.
• Meets with vendors to review and/or evaluate new office supplies or equipment.
• Demonstrates understanding of job description, performance expectations, and competency assessment plan.
• Demonstrates a commitment toward meeting and exceeding the needs of our customers and consistently adheres to our Customer Service Standards.
• Answers telephones, screens calls, takes messages, forwards calls to the appropriate parties, effectively handles calls as appropriate, takes meeting minutes, schedules meetings, assists with staffing schedules, and assigned payroll tasks.
• Complies with department and hospital policies and procedures.
• Reviews department and hospital policies.
• Completes mandatory education (hospital wide, department-specific and job specific).
• Maintains department statistics as required by the hospital, government and accrediting agencies.
• Maintains department records including such confidential information as budget, payroll, patient and personnel data.
• Prepares all paperwork necessary to support leader(s) for interviews, meetings, evaluations, filing, etc.
• Schedules, organizes and coordinates departmental, inter-departmental, and national meetings and conferences.
• Attends some of these meetings to confirm arrangements, distribute materials, and to take and compose minutes of proceedings as needed.
• Collaborates with nursing management to ensure that the department’s scope of services strives to meet the needs and expectations of internal and external customers.
• Foresees potential problems and intervenes to offset adverse impact.
• Interacts with others, within and outside the hospital/department, to explain department services, policies and procedures, coordinate scheduling and special arrangements, and to resolve matters within the scope of own authority, or as directed by Director.
• Demonstrates flexibility and innovation to facilitate the changes required to improve operations or to enhance revenue, effectiveness, productivity, responsiveness, and other quality factors.
• Demonstrates ability to respond to and provide direction on changing workload during crises and emergency situations.
• Exhibits effective decision-making skills.
• Maintains departmental records including such confidential information as budget, payroll, patient and personnel data.
• Initiates files, updates and purges records as necessary including data entry and storage.
• Maintains department expense budget, reviewing requests for purchases submitted by others against budget allowances; authorizes allowable requests and alerts supervisor to questionable items.
• Ensures the security and confidential treatment of sensitive and private information.
• Demonstrates effective writing skills for correspondence, reports and other documents.
• Collaborates with other leaders and relevant personnel to resolve problems and make decisions.
• Compiles and maintains Nursing Division and select Patient Care Services staff contact directory.
• Processes and distributes end-of-pay period reports.
• Maintains computer hardware and software, and inventory of supplies.
• Captures and maintains Nursing Division and select Patient Care Services staff contact directory.
• Coordinates scheduling and provides requested reports through electronic scheduling systems.
• Maintains staff records (i.e. use of sick time, FMLA, per diem, select inservices/competencies).
• Serves as resource for electronic scheduling systems.
• Communicates with appropriate director/manager and nurse supervisor all pertinent staffing information in a prompt and accurate manner.
• Provides administrative support to Directors/Manager as assigned.
• Coordinates and tracks administrative aspects of the onboarding process for new hires.
• Tracks the status of open work orders to ensure patient safety.
• Operates and maintains a variety of office equipment.
• Performs/prioritizes work appropriately.
• Performs other duties as assigned.

Qualifications

• BASIC KNOWLEDGE: High School diploma or equivalent. Associate degree in secretarial/medical administrative assistant studies preferred. Minimum of three years comparable secretarial experience.
• EXPERIENCE: Prior experience with electronic scheduling systems preferred.