Administrative Assistant II -Middletown ED

ChristianaCare•Middletown, DE

1d•$22 - $33•Onsite

About The Position

ChristianaCare is seeking a full-time Administrative Assistant II to provide administrative support to the Middletown Emergency Department (MED) Leadership Team and supervision of staff schedules and administrative oversight of time and attendance for the Middletown Emergency Department. The ideal candidate will be well organized, detail oriented and multitask. Candidate to complete tasks and duties within a prescribed timeline. Proficient computer skills along with strong verbal and written communication abilities.

Requirements

High School graduate/GED, or equivalent plus up to two years training in Business program or two years of college required.
Four years of prior administrative support experience required.
Knowledge of ChristianaCare timekeeping polices and procedures.
Knowledge of ChristianaCare policies that pertain to personnel and payroll issues.
Knowledge of appropriate chain of command.
Knowledge of ChristianaCare Core Values and departmental policies and procedures.
Knowledge, skills and abilities to use Microsoft Office, Kronos, Onestaff and Windows.
Ability to effectively communicate utilizing positive verbal and written skills.
Ability to maintain confidentiality of patient and employees.
Ability to maintain an organized work area.
Ability to work independently within established guidelines and complete assignments with minimal supervision.
Ability to assess a situation, consider alternatives and chose appropriate course of action.
Ability to work under stress, remaining calm, pleasant and efficient.
Ability to manage multiple priorities to meet requires deadlines.

Responsibilities

Maintain schedule for MED Leadership team by utilizing electronic Outlook calendars.
Scheduling meetings for management as requested.
Provides all pertinent information needed for scheduled appointments and coordinates room reservation, catering, etc. as needed.
Provides administrative support including typing and drafting correspondence, attends meetings, composes agendas, takes and types minutes, and maintains up to date filing systems.
Screens and delivers mail.
Coordinates with nursing leadership and nursing staff in regard to scheduling, and time and attendance issues.
Oversee all aspects of monthly scheduling and daily staffing for Emergency Department.
Coordinates all staff time changes and schedule requests.
Pro-actively plans for future staffing needs.
Performs all timekeeping functions according to ONESTAFF and Kronos payroll system and ChristianaCare policies and procedures.
Assumes responsibility for all Nursing Resource functions including data input from exception sheets, tracking of LOA, terminations and transfers and file management.
Utilizes the Middletown Emergency Department scheduling guidelines and maintains self-scheduling functions.
Coordinates daily staffing and creates or reviews accurate daily assignment sheets for each shift.
Prepare reports and exports operational data for analysis by Nurse Manager.
Tracks and monitors employees’ use of PTO and FMLA and incidence of lateness and absence.
Performs positive coaching and collaborates with Nurse Manager in further disciplinary action.
Responsible for monthly budget variance reports related to paid hours and overtime.
Participates in annual budget planning for personnel.
Performs computer skills needed with all types of software utilized in the Emergency Department services including Microsoft Office, Windows XP, HIS, ED Tracker, Kronos and Onestaff.
Maintains personnel files in accordance with records retention requirements.
Assure that all documentation necessary for JCAHO and various state agencies is available.
Assists ED Leadership team in updating and entering new policies and procedures.
Accountable to maintain current versions of all forms and order sheets in the Emergency Department.
Tracks all levels of employee compliance with mandatory education requirements. And others required education.
Notifies Nurse Manager/Clerical Supervisor of problem areas.
Effectively communicates with all levels within the ED and between other departments utilizing both written and verbal communication skills.
Works constructively with other members of the team and maintains an attitude of helpfulness, courtesy and cooperation towards others.
Acts as a resource for Physicians, Management, Clinical Staff and co-workers.
Demonstrates an ongoing collaborative relationship with Emergency Department staff of all levels, ancillary services and other hospital staff.
Responds to emergency situations within scope of responsibility.
Primary oversight of staff schedules and time requests.
Provide administrative support including filing, written or fax communications, scheduling rooms.
Provide administration support to the ED Nursing Professional Development Specialist.
Answer telephone adhering to the telephone etiquette standards of performance guidelines.
Performs assigned work safely, adhering to established departmental safety rules and practices; reports to supervisor, in a timely manner, any unsafe activities, conditions, hazards, or safety violations that may cause injury to oneself, other employees, patients and visitors.
Performs other related duties as required.