Administrative Assistant - FT bei Magruder Hospital

Improving Lives Together

Magruder Hospital offers competitive wages with a comprehensive benefit package available to both full-time and part-time employees. We provide a full health plan and generous time off that includes Holidays, Vacation, Sick, Personal, and even your Birthday!  Our culture and family friendly work environment truly set us apart- apply today for an opportunity to join our team and help serve this great community!

Provides administrative assistance to the VP Nursing & CNO, the Patient Care Division, and other areas of the hospital as needed supporting the overall strategic plan through our mission, vision, and values while being a catalyst for positive change.

•     Supports the VP Nursing & CNO through appointment/time management, project management, and change management.
•     Manages house supervisor schedule and other staffing schedules as assigned filling  vacant shifts by utilizing PRN and other cross trained staff.
•     Schedules and arranges meetings and conferences, and schedules interviews and appointments as requested.
•     Assists in organizing social events such as nurses week, Annual Nursing Competency Day, In-Services, etc.
•     Assists with document creation and management, data compilation and management, and office organization.
•     Screens incoming calls and correspondence, and distributes appropriately or responds independently when possible.
•     Tracks and verifies Patient Care Division Leader requests for vacations, sick pay, etc. and establishes a system to ensure all requests are handled in a timely manner. 
•     Performs clerical functions for all other hospital departments as requested by the VP Nursing & CNO. 
•     Facilitates communication with and distributes information for for external and internal contacts.
•     Files, scans and organizes documents and filing systems/binders etc.
•     Coordinates hardware IT issues to resolution as appropriate identifying opportunities and suggested solutions.
•     Creates monthly and quarterly reports as requested, summarize data from multiple sources etc.
•     Facilitates the following Medical Staff Committee meetings, including committee notifications, drafting agendas, taking and drafting minutes, and any preparation or follow up as needed:  Cancer Committee; Emergency Room Committee; Infection Control Committee; Tissue/Surgical Committee; Swing Bed Committee, General Medical Therapeutics Committee, and Pharmacy & Therapeutics Committee.
•     Attends and takes accurate and complete minutes for the following departmental meeting: Nurse Practice and Care Committee, Patient Care Division, Nursing Leadership, Patient Advisory Committee, Compliance Committee, Safety Council, Emergency Preparedness Committee, and all other meetings as assigned.
•     Understands and accesses data in Press Ganey for patient satisfaction and quality reporting.
•     Manages contracts utilizing Chronicle software.
•     Acts as the Document Control Administrator for the Policy Tech System. Types and uploads policies and uses the online Policy Center competently. Supports policy and procedure development, placement, revisions, and deletions as directed by VPs. 
•     Creates Power Point presentations, Excel spreadsheets, and Word documents and forms as directed by the VPs/Directors.
•     Assists with the ordering and acquisition of supplies, equipment and services.  Supports the documentation of such purchases to assure compliance with established budgets. 
•     Demonstrates an awareness of the Hospital budget.
• Responsible for maintaining Conference Center schedule/calendar use by both internal and external groups.
  •     Responsible for room/equipment set up, posting of weekly room schedules.
  •     Oversees equipment usage, maintains equipment closet and equipment maintenance in conjuction with the Facilities Management Department.
  •     Orders and maintains supplies, and arranges for equipment maintenance as necessary.
•     Complies with federal, state, and local legal requirements by studying existing and new legislation; anticipating legislation; enforcing adherence to requirements; advising management on needed actions; ensures compliance with Joint Commission and other external and internal regulatory agencies.
•     Maintains the integrity of confidential patient information in accordance with HIPAA and hospital policy, including accessing, using and disclosing patient information relevant to the individual employee’s job duties.  Also maintains confidentiality of other customer and hospital business affairs.
•     Adheres to the standards of Magruder Hospital’s corporate compliance policies and seeks guidance and training when necessary to resolve questions about the policies.  Reports violations in accordance with corporate compliance and organizational standards.
•     Reports to work on time and as scheduled; Shows respect for co-workers by following established break times;   Keeps personal conversations and telephone calls to a minimum.
•     Travel is primarily local during the business day, although some out-of-area and overnight travel may be expected.
•     Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.
•     Other duties as requested or assigned.