Unit Administrative Assistant

FLSA STATUS
Non-exempt

QUALIFICATIONS

EDUCATION

• High School diploma or equivalent education (examples include: GED, verification of homeschool equivalency, partial or full completion of post-secondary education, etc.)

EXPERIENCE

• Two years of secretarial/office, college/vocational training or patient care
• Prior health care experience and/or medical terminology preferred

LICENSES AND CERTIFICATIONS
Preferred

• BLS - Basic Life Support or Instructor (AHA)

SKILLS AND ABILITIES

• Demonstrates the skills and competencies necessary to safely perform the assigned job, determined through on-going skills, competency assessments, and performance evaluations.
• Sufficient proficiency in speaking, reading, and writing the English language necessary to perform the essential functions of this job, especially with regard to activities impacting patient or employee safety or security.
• Ability to effectively communicate with patients, physicians, family members and co-workers in a manner consistent with a customer service focus and application of positive language principles.
• Ability to operate and troubleshoot equipment (fax, PC, printers, telephones, etc.)
• Highly proficient computer application skills

ESSENTIAL FUNCTIONS

PEOPLE ESSENTIAL FUNCTIONS

• Provides prompt and personalized service to all patients. Responds to the nurse call system, contacts nursing personnel as appropriate, and follows through with meeting patient needs. Answers incoming telephone calls for the unit and transfers as appropriate. Facilitates and supports effective throughput with timely communication. Greets patients and visitors to the unit, assisting with directions, information and guidance.
• Communicates in a positive and effective manner to all health care team members and reports pertinent patient care and family data in a comprehensive and unbiased manner. Escalates issues to staff and leadership as needed. Uses time efficiently, consistently offers assistance, and responds positively to requests for assistance from other team members.
• Provides contributions towards improvement of department scores for turnover/retention/employee satisfaction on unit-based scorecard, i.e. peer-to-peer accountability.

SERVICE ESSENTIAL FUNCTIONS

• Organizes the unit work flow, paperwork as needed, pro-actively problem-solves, anticipating needs, and managing multiple ongoing priorities with minimal supervision. Pull/print daily reports per unit standard, which may include daily shift report, charge nurse reports, handoff reports and/or My Daily Care Plan.
• Coordinates the requests to Facilities Management/Maintenance and Biomed regarding department needs or broken equipment. Rounds through the unit, per unit expectations, to check for environmental or equipment needs, and other assistance that may be needed. Serves as an in-house courier which may include retrieving blood, hand delivering labs, tele boxes, etc.
• Assists with calls to physicians and their office, bed management, transfer services or other floors, coordinating with Operations Administrator as needed. Assists with the process for transfers or transport for procedures. Follows up calls for tests and procedures as directed by the nurse as appropriate. Removes the patient from the system upon discharge or transfer.
• Role models skills, through peer-to-peer accountability, to contribute towards improving department score for patient satisfaction on unit-based scorecard.

QUALITY/SAFETY ESSENTIAL FUNCTIONS

• Monitors and addresses noise level of unit to improve or impact patient satisfaction. Responds to patient calls promptly.
• Reports observations, conditions and problems of patients to licensed personnel to achieve desired patient outcomes. Provides for the privacy of patients and families, keeping the safety of the patient in mind.
• Contributes towards improving quality and safety scores on the unit-based scorecard, through peer-to-peer accountability. Supports initiatives to prevent conditions such as pressure injuries, patient falls and hospital-acquired infections.

FINANCE ESSENTIAL FUNCTIONS

• Self-motivated to independently manage time effectively and prioritize daily tasks, minimizing incidental overtime. Utilizes time efficiently and helps other team members.
• Monitors and orders supplies to maintain par levels, including all forms needed for the unit, notifying leadership when supplies are reaching a shortage. Uses resources efficiently; does not waste supplies.
• Assists with patient and staffing needs (floats) across the service line or hospital within the scope of their role or validated competencies.

GROWTH/INNOVATION ESSENTIAL FUNCTIONS

• Offers innovative solutions through participation in performance improvement projects and shared governance activities. Follows up on action items as necessary to ensure completion of assignments.
• Identifies and assumes responsibility of own learning needs, consults with healthcare team experts and seeks continuing education opportunities to meet those needs. Completes and updates the individual development plan (IDP) on an on-going basis. Ensures own career discussions occur with appropriate management.

SUPPLEMENTAL REQUIREMENTS

• WORK ATTIRE
  • Uniform: Yes
  • Scrubs: No
  • Business professional: No
  • Other (department approved): Yes
  
  ON-CALL*
  *Note that employees may be required to be on-call during emergencies (ie. Disaster, Severe Weather Events, etc) regardless of selection below.
  • On Call* No
  
  TRAVEL**
  **Travel specifications may vary by department**
  • May require travel within the Houston Metropolitan area No
  • May require travel outside Houston Metropolitan area No