GENERAL SUMMARY:

Under the direction of the Assistant Vice President of Nursing, the Administrative Assistant performs assigned tasks which are clerical in nature, in an accurate and timely manner, to ensure continuity of services provided within the hospital. Clerical functions will be preformed for Nursing Administration, Dietitians, and the Respiratory Department.

EDUCATION:

High school diploma or equivalent required.

WORK EXPERIENCE:

Secretarial experience, especially in a medical environment preferred.

Experience in Nursing Staff scheduling required.

Experience in Excel and Microsoft Word required.

Following the Master Staffing plan, prepares and coordinates monthly nursing staff schedules for Rehab Nursing. Works with the Director of Nursing Services to schedule vacation and holiday time for nursing staff. Reviews call offs and contacts nursing personnel to cover vacancies on any shift. Maintains a current ‘on call’ schedule for AVP and DONS and Clinical Dietitians.

Using the Kronos System works with the Rehab. Nursing staff to clarify and complete timecards. Ensures timecards are approved and forwarded to payroll in a timely fashion.

Together with the Staff Development Nurse, coordinates CPR training hospital wide as well as maintaining the hospital’s status as a Instructor Training site.

Maintains Nursing Department Medical and Clerical supplies. Works closely with the Purchasing Department to obtain pricing for equipment and supplies. Is an active member of the Value Analysis Team

Maintains expertise in order to be a trainer for nursing staff who must document in CareTracker. Maintains expertise in order to be a trainer for Unit Clerks when scanning documents into Cerner.

Completes preventative maintenance on Nursing Department Equipment. Ensures that equipment is cleaned and ready for use.

Types correspondence, policies, required forms, memos, and department records initiated by Nursing Administration, Respiratory Department, and Clinical Dietitians. Maintains up-to-date department files and records; updates employee files.

Maintains online files in order to track storage of department records. Following the Nursing Department plan coordinates the storage and destruction of department documents.

Maintains current copies of nurse’s licenses and works closely with HR to maintain the master list.

Coordinates department mail receipt and dispatching, and completes check requests as appropriate for the department.

Schedules nursing staff for continuing education outside of the hospital setting.

Provides relief for Unit Clerks for time off when needed. Functions as Certified Nurse Aide when needed.