Nursing Admin. Care Coordinator FT Variable 7am-3:30pm

About the Role

Under the supervision of the NOPS Director or designee, assist in planning, organizing, implementing, and evaluating the activities occurring in the administration department by performing facilitator duties and maintaining the physical environment of the area. Perform a variety of responsible and specialized administrative and office support functions, including creating and maintaining specialized reports, records, and files required for department work processes. Use effective interpersonal skills to manage complex interactions related to Central Command.

Responsibilities

• Assist the Director with annual vacation requests, seniority lists, holiday rotations, and posting schedules upon completion.
• Create and distribute the draft schedule to the unit in a timely manner.
• Ensure all final schedules are placed in the schedule book and emailed to nursing operations.
• Complete master schedules accurately and on time.
• Update the current unit schedule with changes, switches, and additions.
• Check the daily summary against employee clocking in e-time and make corrections as needed.
• Remind employees of fallouts in e-time and reconcile the daily summary after the director reviews the hours.
• Post results in labor productivity and report unusual findings, fallouts, absenteeism, or tardiness to the director.
• Maintain daily and monthly staffing records and individual employee records for absenteeism and tardies.
• Accurately file all MLOA’s and LOA forms and update employee files as needed (e.g., licenses, counseling).
• Maintain adequate stock of required forms and office supplies while minimizing waste and cost.
• Maintain and update employee phone numbers as needed.
• Take meeting minutes for the Director, transcribe, and post them as appropriate.
• Coordinate meeting arrangements and notifications (e.g., staff meetings, IOP meetings).
• Prepare annual evaluation packets for distribution and ensure completion before sending to HR.
• Assist the director with completing expense reports.
• Take clear and accurate messages and communicate them to the director promptly.
• Respond to all requests, problems, and questions with a cheerful and positive attitude.
• Maintain confidentiality per GMC policy and exhibit appropriate phone protocol.
• Answer telephones promptly, identify the unit and self by name and title, and refer calls appropriately.
• Contribute to team effort by assisting co-workers when needed.
• Read and act on official information (bulletins, memos, verbal messages) and communicate concerns to the director.
• Perform tasks with minimal supervision and complete assigned responsibilities within expected time frames.
• Assist the director in collecting, sorting, and arranging data for quarterly reports.
• Report CQI (Continuous Quality Improvement) to team leaders at the beginning of each month and report discrepancies to the director.
• Input and upload CQI data to CALNOC following quarterly studies.
• Operate equipment and perform job-related duties safely.
• Demonstrate a self-directed, mature, disciplined, and tactful approach to work duties.
• Observe hospital dress code, wear an identification badge at all times, and maintain a neat, professional appearance.
• Maintain patient and employee confidentiality at all times.
• Keep the department neat, clean, and orderly, with special emphasis on the personal workstation.
• Safeguard and preserve the confidentiality of medical records in accordance with hospital and department policies.
• Attend required in-service/orientation education programs and hospital meetings.
• Observe hospital and department standard operating procedures for infection control and hazardous substances.
• Adhere to hospital policies concerning smoking, telephone usage, and other conduct rules.
• Initiate and complete quality risk security reports appropriately and identify safety hazards.
• Identify self to patients and significant others when arriving to provide care.
• Assist with the daily review of Evident (CPSI) Reports.
• Collaborate with Patient Account Services and HIM to ensure timely and accurate information is provided to payer sources.
• Assist with Utilization Management Reports to ensure they are accurate, relevant, and timely.
• Perform other duties as assigned.

Requirements

• High School Diploma or equivalent.
• Current Basic Life Support (CPR) AHA card.
• Reading and comprehension of English required.
• Minimum one year of experience in an acute hospital preferred.
• Proficiency with Excel and Microsoft Word.