Nursing Administrative Assistant: E3 (Med/Surg), 40 hrs/week, Days

About the role

The Administrative Assistant supports the day-to-day operations of a nursing department within the Albany Med Health System, and provides essential assistance to Supervisors, Managers, and senior Leadership.

Responsibilities

• Update and distribute department documentation, including but not limited to documents such as policies and procedures
• Schedule, attend and complete minutes for regular departmental meetings
• Maintain department staff files including but not limited to: required certifications and licensures, registrations, new hire documents, performance reviews, vacation and on call schedules where applicable
• Input data directly into databases and review data for accuracy
• Prepare basic to moderately complex correspondence or reports for the department's leadership
• Identifies and organizes logistics of special events; coordinates department (work unit) special events; prepares itineraries and organizes related travel arrangements for on-site and off-site conferences or events as needed
• Completes check requests, workday orders, and reimbursements in accordance with AMHS policies
• Aid in coordinating support service requests for the department (i.e. Facilities, IT, EVS, Security requests)
• Prepare and maintain calendar of activities for leadership and maintain calendar of shared meeting rooms
• Compile, type, revise, combine, edit, print and store documents such as letters, correspondence, memoranda, reports, and contracts using Microsoft office and other applications
• Aid in the coordination of department service contracts
• Function as a liaison for management to follow up on supply problems, shortages, replacement products, etc.
• Communicate to staff when annual health assessments, education modules, license/credentials and other mandatory reporting to AMC are due and follow up to ensure deadlines are met
• Aid in the preparation of departmental budgets and monitor service specific accounts as needed
• Aid in the scheduling of employees in scheduling software and with timecard maintenance in Kronos software
• Manage leadership meetings and calendars

Qualifications

• High School Diploma/G.E.D. - required
• Associate's Degree or higher - preferred
• 1-3 years experience in an administrative, clerical, or operations role - required
• Strong planning and organization skills
• Excellent attention to detail and organizational skills
• Ability to manage confidential information
• Ability to work independently, perform as a self-starter, and meet critical deadlines
• Ability to interact with staff, vendors, other departments and senior management
• Ability to work well independently as well as within a team unit
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, compute rate, ratio, and percent
• Uses Outlook, Word, Excel and PowerPoint to produce materials and presentations for meetings
• Strong data entry skills with excellent accuracy and attention to detail
• Some knowledge with invoicing
• Equivalent combination of relevant education and experience may be substituted as appropriate

Physical Demands

• Standing - Occasionally
• Walking - Occasionally
• Sitting - Constantly
• Lifting - Rarely
• Carrying - Rarely
• Pushing - Rarely
• Pulling - Rarely
• Climbing - Rarely
• Stooping - Rarely
• Kneeling - Rarely
• Crouching - Rarely
• Crawling - Rarely
• Reaching - Rarely
• Talking - Constantly
• Hearing - Constantly
• Repetitive Motions - Frequently
• Eye/Hand/Foot Coordination - Frequently

Workplace Accommodations

Albany Med Health System is committed to providing reasonable accommodations for qualified individuals with disabilities and encourages applicants with disabilities to request accommodations through the Human Resources Department.