Administrative Assistant - Nursing Administration

Job Requirements

Position Summary:

To be fully engaged in providing Quality/No Harm, Customer Experiences, and Stewardship by providing administrative support and assistance to the position of report and by providing, coordinating, managing or facilitating a wide variety of administrative support functions.

Primary Accountabilities:

Quality/No Harm:

• Assists with maintaining a clean work area.
• Prioritizes work assignments and hours as necessary to include general administrative duties (i.e., accurate processing of department invoices, check requests and travel arrangements and filing, faxing, typing, proofreading letters, agendas and presentations, staffing and/or scheduling of various types, ordering office supplies/equipment/materials, maintaining office equipment, distributing and/or routing mail, and typing and/or data entry into monthly and other reports and forms). Completes correspondence, projects, assignments, and deliverables as required within appropriate or agreed upon timeframes.
• Participates and takes minutes in designated meetings. Meeting minutes accurately transcribed according to Health First policy or agreed upon timeframe.
• May transcribe dictation from the transcription/dictating equipment.
• Maintains and updates department files, personnel files, and mailing lists for area of responsibility as applicable (contract files, project files, etc.).
• Proactively makes suggestions to improve process workflow or enhance customer satisfaction.
• Responsible for accurately processing and maintaining time and attendance on the Kronos system for area of responsibility.
• Monitors and ensures departmental or area policies and procedures are updated.
• May participate in and provide clerical support to other Health First associates as needed.
• Conducts research and administrative support for special projects by preparing data and providing follow-up and response to inquiries (e.g., surveys, applications, permits, retreats, research on internet or monitoring of websites, etc.).
• Shows commitment to individual and departmental Continuous Quality Improvement and organizational operational effectiveness.

Customer Experience:

• Coordinates meetings for department or committees as determined by supervisor. Makes appropriate arrangements for adequate meeting notices, locations, AV needs, any catering needs, and cleanup.
• Provides professional, courteous reception and information to customers. Deals with complaints effectively. Determines sense of urgency and assists caller to best of ability, routing call to appropriate party for assistance.
• Interacts with outside customers (patients and vendors), management staff, medical staff, and fellow associates in a professional manner.

Stewardship:

• May coordinate the department budget tracking process (including monthly operating expense report), gathers supporting data for input into budget preparation and monitors monthly expenses to budget. Coordinate invoices for payment that pertain to department financial responsibilities.
• Performs other duties as assigned by supervisor or management.

Work Experience:

Qualifications Required:

• High School Graduate or equivalent is required. A two-year Associate degree in related area is preferred. 3 years of administrative or healthcare experience is required. Healthcare experience is preferred and may be required in some areas. Less experience may be accepted if associate has demonstrated a proven track record at Health First.
• Typing skills of a minimum of 50 words per minute as designated by area of responsibility.
• Good working knowledge of medical terminology is preferred and may be required in some areas.
• Must be adept in grammar, spelling and accuracy.
• Good interpersonal relations and communication (written and verbal) skills.
• Organization and time management skills.
• Personal computer knowledge necessary with proficiency in electronic mail software, Microsoft Windows and Microsoft Office applications. Good working knowledge of various type of office equipment (fax, copy machine, etc.).
• Ability to maintain confidentiality.
• Knowledge of quality assurance and quality control procedures.
• Ability to work extended hours or weekends to see a project to completion if required by supervisor.
• Other requirements as dictated by area of responsibility.

Physical Demands:

• Ability to sit for long periods.
• Manual dexterity required for typing and filing.
• Visual acuity and hand-eye coordination to perform various tasks.
• Ability to lift up to 50 pounds.

Mental Demands:

• Ability to work and maintain composure in a highly stressful environment.
• Ability to efficiently and accurately prioritize multiple tasks or projects simultaneously.

Benefits:

About Health First:

At Health First, diversity and inclusion are essential for our continued growth and evolution. Working together, we strive to build and nurture a culture that recognizes, encourages, and respects the diverse voices of our associates. We know through experience that different ideas, perspectives, and backgrounds create a stronger and more collaborative work environment that delivers better results. As an organization, it fuels our innovation and connects us closer to our associates, customers, and the communities we serve.