Administrative Assistant- Nursing

Summary

Under minimal supervision, performs secretarial and administrative assistant duties for the Directors of Inpatient Nursing, Therapy, and Respiratory therapy. Performs liaison activities for the inpatient clinical programs and other departments within the MFBRH system and with organizations outside of Mary Free Bed.

Essential Job Responsibilities

• Assists the Nursing Director in smooth operations of the nursing administration office and support for nursing services

• o Answers/screens phone calls, greets visitors, and makes appointments.
  
  o Assists with managing Director email, appointments and meetings as requested.
  
  o Maintains administrative records and files as required.
  
  o Covers the telephone for Director of Inpatient Therapy and Care Management.
  
  o Composes memos and letters. Creates forms, fliers, and meeting notices.
  
  o Copies and faxes documents.
  
  o Takes minutes at meetings as requested.
  
  o Schedules and sets up meeting rooms (seating, audiovisual, refreshments, etc).
  
  o Sorts/distributes mail.
  
  o Types department policies and procedures.
  
  o Maintains all therapy and hospital policy and procedure manuals for therapy programs.
  
  o Orders/replenishes office/conference room supplies.
  
  o Initiates purchase orders/check requests/petty cash slips for therapy expenses. Tracks and
  
  maintains records.
  
  o Collects data and creates graphs for the therapy leadership group.
• Aides in development and carry through on engagement opportunities within the nursing division.
  
  o All other tasks or projects as assigned by Director.

• Maintains nursing employee records:

• Maintains/tracks 90 day and annual performance review completion of all staff.
• Maintains educational activity and BLS certification.
• Completes employee change forms for all nursing department cost centers.

• Performs budgetary and performance appraisal functions:

• Maintains record of individual staff's yearly education allotment/expenses.
• Oversees budgetary expenditures.
• Reconciles invoices prior to remittance. Processes and tracks invoices, check requests, credit card transactions and purchase orders incoming to the office of the Chief Nursing Officer.
• Assists with performance appraisal process by preparing all associated documents for Director of Nursing, Nurse Managers, CCSs (Employee Change Forms, Compensation Fact Sheets, etc.).

• Copies and distributes.
• Posts on InsideMFB.

• Embrace Diversity, Equity and Inclusion, by:
  
  
  
  • Treating everyone with dignity and respect
  • Opening more doors to opportunities for underrepresented cultures
  • Growing talent and people
  • Evaluating and eliminating disparities
  • Taking action against injustices, bias and racism
  • Honoring our differences and how to collaborate
  • Educating staff, patients and the communities we care for
  • Restoring Hope and Freedom, together
  
  
  
  

Customer Service Responsibilities

Demonstrate excellent customer service and standards of behaviors as well as encourages, coaches, and monitors the same in team members. This individual should consistently promote teamwork and direct communication with co-workers and deal discretely and sensitively with confidential information.

Responsibilities in Quality Improvement

Contribute by identifying problems and seeking solutions. Promote patient/family satisfaction where possible; participates in departmental efforts to monitor and report customer service.

Essential Job Qualifications

• Bachelor's Degree in Business, Health Care Administration or Allied Health care.
• Significant relevant work experience in a high-level office management position with a minimum of 2-5 years of experience. Competent language and grammar skills with the ability to compose, edit and proof letters, memos, minutes and other correspondence.
• Proficient computer skills in multiple applications (MS Word, Excel, and Office Outlook) are essential.
• Ability to type 70 words per minute.
• Demonstrated organizational skill to independently manage multiple projects simultaneously with exceptional accuracy and attention to details.
• The ability to work with people of diverse backgrounds.
• The competence to make independent decisions as well as preserve the confidentiality of special matters.

Preferred Job Qualifications

• Knowledge of staffing software.
• Ability to provide analysis of productivity.

The above statements are intended to describe the general nature and level of work being performed by employees in this classification. If you require a reasonable accommodation to perform the essential functions of this position, you must request accommodation in writing, within 182 days after you know or should know of the need for accommodation.

Mary Free Bed is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, national origin, age, genetic information, veteran status, disability or other legally protected characteristic.