Administrative Specialist

Responsibilities

• Collect/compile/prepare basic information for inclusion in reports or presentation materials, prepare charts, graphs and/or tables as necessary.
• Create forms, documents, and worksheets.
• Perform duties to support efficient management of manager time scheduling/coordinating meetings, appointments, conferences, calendars, prioritizing important information, determining necessary actions to be handled on a timely basis.
• Prepare meeting agendas/minutes, coordinate catering and/or necessary equipment needs for meetings.
• Open, sort, and deliver intradepartmental mail.

Unit Operational Duties

• Maintain/process time sheets, payroll, time and attendance.
• Facilitate expense reimbursements.
• Order, track inventory and expenses for unit supplies and equipment.
• Maintain Leadership filing system.

Data Management

• Oversees data collection and maintenance at the unit level including but not limited to financial reports, quality reports, associate demographics, and education and competency compliance.

Manages Patient Flow

• Assesses number of staff, patients and available open beds. Assigns beds in collaboration with the Clinical Leader.
• Responsible to track full/empty beds, dirty/clean rooms, correct patient census, etc.
• Communicates with patient care staff, Triage Department, Registration, other units and departments to keep patient flow moving in a timely and efficient manner.
• Aid nursing staff with preparing patient information for discharge, including obtaining information for transfers to ECF, Rehab, HomeCare, etc., calling consults to care providers, and answering unit phone.

Technical Support

• Is able to troubleshoot PC's, monitors, printers, fax machines, etc. and make appropriate referrals to the IS Department.
• Reorders toner, paper and other limited use products, maintaining appropriate supplies and backup.

Qualifications

• Associate's Degree (Required)
• 3 years of administrative experience in lieu of Associate's degree