Administrative Assistant to Director of Nursing (Care Center) bei Effingham Hospital Inc.

Description

Benefits:

• Retirement plans 403 (b) and 457
• Health insurance
• Dental Insurance
• Vision insurance
• Prescription Drug Plan
• Hospital Discount
• Flexible spending account
• Paid time off
• Extended Days off (Sick time)
• Employee assistance program
• Strive365 Wellness Program
• Basic Life insurance (Employer Paid)
• Voluntary Life insurance/Accident/Critical Illness
• Disability (LTD and STD)
• Tuition reimbursement
• Legal and ID Shield
• Discounted Gym membership
• Cafeteria Payroll Deduction
• Employee Perks Program
• Student Loan Relief and Assistance
• Employee Rewards and Recognition Program
• Bereavement Leave

 JOB SUMMARY 

Under the general direction of the Director of Nursing (Care Center), the Administrative Assistant provides a variety of advanced administrative, confidential, and technical support to the Director of Nursing and clerical support to the Department. The Administrative Assistant serves as the first point of contact to the DON and is responsible for maintaining and administering staff scheduling, assisting with filling staffing vacancies, receiving and preparing outgoing mail, preparing correspondence, scheduling appointments, taking minutes for meetings, and screening/responding to calls on behalf of the Director. The Administrative Assistant will be responsible for assisting the Care Center Supervisory Staff in tracking licensure, certification, annual training, competency assessments, etc. and maintaining spreadsheets/databases for the Department in accordance with JCAHO, federal, state, and local guidelines, organizational and departmental policies and procedures.

STANDARDS OF PERFORMANCE

1. Assures adherence to EHS mission, core values, guiding principles, business standards and administrative practices.

2. Oversee staffing needs and is responsible for coordinating and scheduling staff, as well as communicating daily staffing coverage. 

3. Minimizes avoidable premium pay (Overtime) through effective scheduling and timekeeping.

4. Reviews and tracks requests for Vacation and Time-off. Coordinates scheduling to meet these needs.

5. Responsible for immediately responding to scheduling conflicts, emergencies and/or “call outs”. 

6. Immediately Notifies the DON, Administrative Nurse and Staff Development Coordinator when all efforts have failed to fill slots, due to call-ins and/or critical shortage.

7. Notifies the DON, Administrative Nurse and Staff Development Coordinator immediately if staffing is not at minimum levels.

8. Maintains accurate attendance records and notifies management of attendance-related concerns.

9. Works collaboratively with DON and other Care Center administrative personnel to facilitate recruitment and retention of direct hires. 

10. Assists with processing payroll and verifying employees hours and shifts worked.

11. Greet residents families, visitors, contractors, students, and/or employees and respond to inquiries, requests for information, and provide assistance.

12. Monitor staff compliance with mandatory in services, certifications and validated skills. 

13. Establish and maintain cooperative working relationships with other employees throughout Effingham Health System to facilitate carrying out instructions involving other departments, transmitting information accurately and tactfully.

14. Maintain office files, employee files, and other appropriate records.

15. Maintain inventory of office & clinical supplies as assigned

16. Perform general clerical duties including organizing, filing, shredding and photocopying documents and files, etc.

17. Compose written correspondence and materials; create and update all departmental forms; prepare minutes, reports, statistical data, and other materials pertaining to the Care Center .

18. Responsible for answering phones, responding to voice or e-mail messages, as well as sending and receiving faxes. 

19. Initiate, process and track departmental forms such as purchase orders, personnel requisitions, travel authorization forms, supply requisitions, printing requests, travel expense reimbursement vouchers.

20. Schedule appointments, meetings, send out meeting notices, arrange for catering services, make travel arrangements, and maintain the DON calendar.

21. Manage distribution of all incoming and outgoing mail; screen and respond as necessary. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures.

22. Perform assigned responsibilities, duties, and tasks according to established practices, procedures, techniques, and standards in a safe manner and with minimal supervision.

23. Performs other duties as assigned.

Requirements

JOB QUALIFICATIONS 

Minimum Level of Education: Education level equivalent to High School Diploma required, Collegiate or vocation training preferred. 

Formal Training: Excellent computer skills are required to include advanced knowledge of Microsoft Excel to create and maintain data, filter and sort data for customized reports, Microsoft Word to create documents in a professional manner using appropriate grammar and spelling, and Microsoft Outlook to schedule and track appointments, tasks, etc.

Licensure, Certification, Registration: None Required

Work Experience:   Two years of Administrative or office assistant/secretarial experience required; at least Two years working knowledge of Long-term care environment and Staff Scheduling highly preferred or an equivalent combination of training and experience.  

Tools and Equipment Used:

General office equipment such as Calculator, personal computer, telephone, facsimile machine, paper shredder, copier, and printer.