Administrative Assistant (Emergency) HRS-810

Job Summary

The Administrative Assistant position provides centralized administrative and operational support to the Director and Managers of the Emergency Department, Intensive Care Unit, Medical-Surgical Unit, and House Coordinator departments. This role is essential to improving operational efficiency, regulatory compliance, quality reporting, and departmental coordination while allowing nursing leaders to focus on patient care, staff engagement, and strategic initiatives.

Duties/Responsibilities

• Manage calendars, meetings, and scheduling for the Director and department managers.
• Cook up departmental meetings, prepare agendas, and record and distribute meeting minutes.
• Aid as a backup with staff scheduling, schedule maintenance, and related administrative support.
• Abstract data for the Trauma Registry, ensuring accurate and timely data submission, while working alongside the Quality Nurse Analyst or designee.
• Maintain the Stroke Database and assist with compliance reporting.
• Perform Sepsis abstraction and support regulatory and performance improvement initiatives.
• Collect, monitor, and report house-wide COVID-19 and other infectious disease surveillance data as needed.
• Develop and maintain baseline operational and quality dashboards for leadership, including key performance indicators (KPIs), patient throughput, quality metrics, and regulatory compliance measures.
• Aid with departmental scorecards by compiling, maintaining, and distributing quality, operational, and performance metrics.
• Support Performance Improvement (PI) initiatives by gathering data, tracking action plans, monitoring project milestones, and preparing reports for leadership review.
• Cook up committee meetings, prepare agendas, record meeting minutes, track follow-up items, and maintain committee documentation.
• Aid with recruitment activities, including job postings, interview coordination, onboarding documentation, and new hire tracking.
• Cook up department communications, correspondence, and administrative documentation.
• Aid with policy distribution, document revisions, and maintenance within the organization's document control system.
• Serve as a backup for departmental supply requests, office inventory, and administrative purchasing. Act as the liaison for the ward clerks when they require supplies or administrative support.
• Prepare reports, presentations, spreadsheets, executive summaries, and data analyses for leadership meetings and Executive Leadership Team (ELT) presentations.
• Support regulatory survey readiness by organizing documentation, maintaining compliance records, and assisting with accreditation preparation.
• Support special projects, committee work, and organizational initiatives as assigned.
• Perform other duties as assigned in support of Nursing Administration and Acute Care Services.

Required Skills/Abilities

• Strong analytical and data management skills.
• Advanced proficiency with Microsoft Excel, including formulas, pivot tables, and reporting.
• Ability to prepare executive-level reports, presentations, and dashboards.
• Ability to manage multiple priorities across several departments simultaneously.
• Knowledge of hospital operations and healthcare regulatory requirements preferred.
• Experience with healthcare information systems (UKG, Meditech Expanse, Trakstar, or similar systems) preferred.
• Strong problem-solving and organizational skills.
• Ability to work independently with minimal supervision.

Education & Experience

• High school diploma or equivalent required.
• Associate's degree in Business Administration, Healthcare Administration, or related field preferred.
• Three to five years of progressively responsible administrative experience, preferably in a healthcare setting.
• Experience supporting multiple departments and executive or director-level leadership preferred.
• Experience with data analysis, reporting, and quality improvement initiatives preferred.

Job Type

Full-Time, Variable Shifts

Pay

$29-$39/hour

Ability to Commute

Hollister, CA 95023 (Required)

Ability to Relocate

Hollister, CA 95023: Relocate before starting work (Required)

Application

You can access the application form here: https://www.hazelhawkins.com/~/careers/

Contact Information

Alternatively, you may submit your completed application directly to apply.jobs@hazelhawkins.com.