What are the responsibilities and job description for the Administrative Coordinator – Nursing Administration – (FTD) position at Arkansas Heart Hospital?
Position Summary
The Administrative Coordinator provides comprehensive administrative support to Nursing Administration and the hospital’s largest inpatient clinical department. This position performs a variety of administrative, scheduling, staffing, payroll support, data management, and reporting functions that are essential to the daily operation of the department.
The position works closely with nursing leadership and a large population of nursing staff to coordinate schedules, maintain accurate staffing information, assist with timekeeping and payroll corrections, and provide timely operational reports. The position requires strong organizational skills, attention to detail, discretion in handling confidential employee information, and proficiency with Microsoft Office, particularly Microsoft Excel.
The Administrative Coordinator serves as an important administrative resource for Nursing Administration and assists in maintaining accurate information and efficient processes that support daily inpatient operations.
Work Schedule
Flexible covering all shifts as hospital needs demands.
Primary Duties
Administrative Support
The Administrative Coordinator provides comprehensive administrative support to Nursing Administration and the hospital’s largest inpatient clinical department. This position performs a variety of administrative, scheduling, staffing, payroll support, data management, and reporting functions that are essential to the daily operation of the department.
The position works closely with nursing leadership and a large population of nursing staff to coordinate schedules, maintain accurate staffing information, assist with timekeeping and payroll corrections, and provide timely operational reports. The position requires strong organizational skills, attention to detail, discretion in handling confidential employee information, and proficiency with Microsoft Office, particularly Microsoft Excel.
The Administrative Coordinator serves as an important administrative resource for Nursing Administration and assists in maintaining accurate information and efficient processes that support daily inpatient operations.
Work Schedule
Flexible covering all shifts as hospital needs demands.
Primary Duties
Administrative Support
- Provide administrative support to Nursing Administration and nursing leadership.
- Prepare correspondence, reports, spreadsheets, presentations, schedules, meeting materials, and other departmental documents.
- Maintain departmental records, files, rosters, calendars, and confidential information.
- Coordinate meetings, calendars, communications, and other administrative activities.
- Respond to routine inquiries from nursing staff and assist in directing questions to the appropriate department or leader.
- Assist with departmental projects, audits, surveys, process improvement activities, and other assignments.
- Maintain organized and accurate records while managing multiple priorities and deadlines.
- Assist with coordinating employee schedules for a large inpatient nursing department.
- Maintain staffing schedules, rosters, unit assignments, and related workforce information.
- Assist with schedule changes, shift adjustments, call-ins, coverage needs, overtime, and other staffing changes.
- Monitor staffing information and bring discrepancies, coverage concerns, or scheduling issues to the attention of nursing leadership.
- Assist with maintaining appropriate staffing records based on approved schedules and departmental requirements.
- Communicate scheduling information and changes accurately and timely to nursing staff and leadership.
- Assist with tracking staffing-related information, employee assignments, orientation schedules, attendance calendars, transfers, and other workforce activities.
- Support nursing leadership with staffing reports and information needed for daily operational decisions.
- Assist employees and nursing leadership with timekeeping and payroll-related questions.
- Review timekeeping records for missing punches, incorrect codes, scheduling discrepancies, overtime, and other exceptions.
- Assist with authorized payroll edits and corrections in accordance with established policies and procedures.
- Research payroll and timekeeping discrepancies and communicate with Payroll, Human Resources, nursing leadership, and employees as appropriate.
- Maintain accurate documentation related to payroll corrections and adjustments.
- Monitor payroll deadlines and assist in ensuring required information is submitted accurately and timely.
- Create, maintain, and update Excel spreadsheets used to support staffing, scheduling, payroll, and departmental operations.
- Develop reports and tracking tools to organize and analyze staffing and workforce information.
- Utilize Excel functions such as formulas, pivot tables, lookups, sorting, filtering, conditional formatting, and data validation.
- Compile information from multiple sources and identify discrepancies or missing information.
- Maintain accurate staffing and employee data and assist with data reconciliation.
- Prepare routine and ad hoc reports for Nursing Administration.
- Assist with improving spreadsheets, tracking tools, and administrative processes to increase accuracy and efficiency.
- Education: High School Diploma or equivalent required. Some college preferred.
- Licensure/Certification: None required.
- Experience: Minimum of two years administrative, clerical, healthcare staffing, scheduling or related experience required. Demonstrated proficiency with Microsoft Office, particularly Microsoft Excel.