Job Title: Nursing Office Administrative Assistant
Job Summary:
The Nursing Office Administrative Assistant provides comprehensive administrative and secretarial support, including scheduling and coordinating meetings, seminars, and travel arrangements. The role also involves managing priorities throughout the day and performing independent and collaborative projects as needed.
Departmental Specific Summary:
The Nursing Office Administrative Assistant performs clerical and reception duties that support the functioning of the Nursing Office and nursing units.
Job Accountabilities:
Document Management:
- Type and proof a variety of materials, including correspondence, memos, reports, charts, and grants.
- Edit, copy, and appropriately disseminate these materials.
Communication:
- Answer telephone calls, screen calls, take messages, or relay information as needed.
- Assist callers within the scope of authority.
Policy & Procedure Management:
- Maintain Nursing Policies and Procedures (P&Ps) in the correct format for committees.
- Ensure proper routing of P&Ps to administrative and medical staff committees for approvals.
- Work collaboratively with the Chair of the Nursing Operations Council to ensure up-to-date P&Ps are posted on the hospital Intranet.
Record Keeping:
- Maintain Nursing Administration records and files as appropriate.
- Ensure the accuracy of Daily Status Reports (DSR) and bi-weekly Kronos for assigned cost centers.
Scheduling & Coordination:
- Coordinate the schedule, including arranging meetings and appointments for the Chief Nursing Officer.
- Provide research and administrative support for special projects, including preparing data and following up on projects as directed.
- Coordinate and confirm travel arrangements, including lodging, airline, and automobile reservations, and prepare travel authorization forms and expense reports.
Confidentiality:
- Maintain the security of sensitive information, such as patient medical records, hospital financial information, staff salaries, and legal documents.
Public Relations:
- Process inquiries from patients, their families, and the general public by assessing the urgency of the situation.
- Suggest appropriate referrals or inform the appropriate Administrative Representative(s) when necessary.
Meeting Management:
- Take minutes of various meetings and special events.
- Prepare draft and final agendas, notify meeting participants, schedule rooms, arrange meals, and handle other preparations as required.
Other Duties:
- Perform other duties as assigned.
