Administrative Assistant-Nursing Full Time Days-6011

Job Description

Staff Position Description

Position Title: Administrative Assistant Position Code: AdminAsst-_______

Department: Nursing Safety Sensitive: YES

Reports to: Director/Manager Exempt Status: NO

Position Purpose

All KHI employees are expected to perform their respective tasks and duties in such a way that supports KHI’s vision of providing the region’s best clinical care and patient service through an environment that fosters respect for others and pride in performance.

Adheres to all areas of the KHI Behavioral Expectations Agreement and Social Media Guidelines; Supports/embraces KHI’s Mission, Vision, and values, as well as promote a positive image of KHI; Acts as a role model to staff; Maintains patient and staff confidentiality; Maintains a professional appearance and manner at all times; Supports a healthy work environment through skilled communication, true collaboration, effective decision making, appropriate staffing and meaningful recognition.

All care is provided with kindness and compassion.

Key Responsibilities [List of material responsibilities and essentials duties which must be completed in achieving the objectives of the position]

Nursing Department Support

• Responsible for providing support to the Nursing Directors.
• Assists to assure compliance with safety regulations.
• Maintains up to date logs for: Refrigerator Temperatures, Crash Cart checks and Restraint use as well as collecting said logs and turning them into the Executive Administrative Assistant for Nursing Administration by the 5th of the month. Will also ensure Eye Wash Station flushes are being conducted and the completed form sent to Plant Operations according to set timeframe.
• Assists in management of nursing personnel.
• Monitors employee attendance records and communicates information to the director.
• Assist in scheduling meetings for the director with employees.
• Maintains employee files including education files by establishing files for new hires, removing files for terminations, and filing documents.
• Assists director in completing evaluations by tracking, scheduling, and preparing documents.
• Assists director with department meetings, helps to prepare agenda, takes meeting minutes, and posts in communication book, tracks employee attendance, and reading of minutes.
  
  

Patient Satisfaction

• Print and track unit specific patient satisfaction reports for assigned Directors. Keep assigned Directors informed of results on a weekly basis.
• Update and maintain communication boards.
  
  

Timekeeper

• Regularly reviews and updates payroll system entries for assigned departments.
• Assists director with payroll, reconciles timecards, tracks tardiness, and overtime.
• Meets all deadlines for payroll processing. Reports any discrepancies to appropriate personnel.
• Obtains approval for, and documents, all additions, deletions, corrections, etc. Works with employees and management to ensure that payroll punches are approved, documented, and recorded correctly.
  
  

Staff Scheduling

• Works directly with department managers on schedule development, including defining baseline needs, skills/certifications required per shift, and number of leads per shift.
• Releases preliminary shift template to department staff in defined time frame to allow for self-scheduling. At close of self-scheduling period, makes final changes to schedule and submits to department manager for review/approval.
• Reviews requested changes to schedule (shift swaps, PTO, etc.) for appropriateness and forward to director for approval (as necessary).
• Maintains staffing/scheduling information daily.
  
  

Qualifications [Statements regarding minimum educational and experience qualifications, required proficiencies with specialized knowledge, computer proficiencies, military service, required certifications, etc.]

• Demonstrate excellence in both written and oral communication skills to include spelling, grammar and use of Microsoft Word and Excel programs.
• Ability to organize efficiently and establish priorities for work.
• Demonstrate ability to handle stressful and delicate situations with tact, diplomacy, attention to their importance and understanding of responsibility involved.
  
  

Experience: Experience with computer software and application in the work setting.

Preferences [Preferred attributes for the position which are not absolutely required in the minimum qualifications (i.e., multi-lingual, master’s degree)]

Education: Associate Degree in Business or related field college level coursework.

Experience: Knowledge of the clinical setting is highly desirable.

Special Position Requirements [Optional section: any travel, security, risk, hazard or related special conditions which apply to the position]

Exposure Categories: Category II: Expected duties have possible, but not routine, potential for exposure to blood, body fluids or tissues.

Work Requirements [Optional section: work requirements for physical or other important issues which relate to the job]

• Ability to sit for extended periods of time.
• Ability to stretch, reach, and bend.
• Ability to be able to see and hear.
  
  

Date Staff Position Description Created / Revised: 05/02/2019; 2/28/2020