Administrative Assistant

Overview

Provides administrative/clerical support to Nursing Directors/Nurse Managers and staff; performs diverse administrative functions; coordinates day-to-day functions for designated management personnel; prepares, coordinates and types complex, multi-departmental confidential information.

Qualifications

Education:

• High school graduate required, associates or bachelor's degree preferred.

Experience:

• Three years secretarial or comparable clerical experience required, five years preferred. Medical Office Assistant certificate or one (1) year of business or other related college coursework combined with 1 year of clerical experience may be considered in lieu of three years of clerical experience.

Other Knowledge/Skills/Abilities:

• Demonstrated ability to type a minimum of 60 wpm required.

• Proficient in the use of Microsoft Office products required.

• Excellent oral and written communication skills required.

• Excellent language, grammar and composition skills required.

• Excellent interpersonal skills required.

• Proven decision-making and problem-solving skills.

• Demonstrated initiative, self-direction, and motivation.

• Excellent organizational skills.

• Demonstrated open/global communication skills with multiple requesters.

• Light physical effort. Demonstrates initiative, self-direction, motivation, and proven ability to work successfully with a variety of people and disciplines

Responsibilities

Interacts with co-workers, visitors, physicians, and other hospital personnel in a manner that enhances service delivery and promotes positive relationships. Illustrative tasks and expectations include, but are not limited to, the following:

• Performs all routine administrative and secretarial functions for Nursing Directors and other members of the Nurse Management Team as assigned.

• Acts as preceptor as needed.

• Receives and delivers telephone and electronic messages promptly, accurately and professionally.

• Behaves in accordance with Behavioral Standards and MHS Statement of Values.

• Performs errands as requested.

• Encourages a team approach within the administrative assistant work group.

Performs routine office procedures accurately and in a timely manner. Illustrative tasks and expectations include, but are not limited to, the following:

• Opens incoming mail and routes appropriately; brings urgent information to the attention of the appropriate management staff as well as prioritizing and responding to appropriate information.

• Photocopies/collates written material.

• Arranges meetings/secures conference rooms.

• Develops and updates excel spreadsheets, control charts and graphs as assigned. Notes trends and recognizes deviations.

• Completes special projects (i.e. coordination of semi annual nursing division retreats).

• Attends, prepares and distributes meeting minutes as assigned.

• Accurately types correspondence, transcribes manual information, creates forms, reports, grids and graphic projects in a timely manner.

• Maintains and improves computer skills as needed to accommodate appropriate management requests.

• Coordinates management and maintenance of assigned nurse management offices.

• Is available as a resource to other administrative assistants, staff and others.

Promotes efficient and effective functioning of the department/hospital. Illustrative tasks and expectations include, but are not limited to, the following:

• Complies with established policies, procedures and guidelines.

• Meets punctuality and attendance expectation.

• Uses designated lines of communication and authority.

• Identifies/supports efforts to reduce costs.

• Consistently utilizes time and resources effectively and efficiently.

• Maintains cleanliness of service area and equipment.

• Cooperates with all members of the healthcare team.

• Enthusiastically supports and participates in planned changes.

• Accepts responsibility for accurate and timely completion of tasks as assigned.

• Works together with other administrative assistants in the department to accomplish projects and encourages the team approach to problem solving.

• Manages large amounts of sensitive, confidential information concerning personnel; financial; information contained in minutes, letters and other documents.

• Actively participates on multidisciplinary work teams.

Performs procedures/tasks specific to assigned unit/department.

• Accurately completes records and tracks purchase requisitions and reconciles financial report.

• Copies and distributes communication, forms, etc. as needed.

• Maintains the master physician pre-printed order file.

• Completes data entry assignments as directed.

• Edits Nursing Administration Time Card Report each pay period for approval of the Director, Nursing Operations.

• Edits individual staff time card reports each pay period of the assigned nursing units for approval of the Nurse Manager.

• Types, copies, and distributes minutes with all appropriate attachments from meetings as directed. Assists with the design, format and development of forms, brochures, pamphlets, etc.

• Maintains on-call lists.

• Maintain employee education log for unit specific mandatory education: NRP, Fetal Monitor Course & etc.

• Assist Nurse Managers to insure that patients are properly charged for special, patient specific billable items.

• Contributes to the timeliness of the performance appraisal process of all staff members in assigned nursing units by providing staff with copy of PA form, scheduling appointment with the Nurse Manager, and scanning documents to Human Resources.

Performs other related work as required or requested.