Administrative Assistant (Nursing Emergency Room)

FDIHB•Fort Defiance, AZ

About The Position

This position coordinates a variety of administrative and clerical support activities to facilitate the priorities of the office. The role involves screening calls and visitors, responding to inquiries, managing mail and supplies, and ensuring timely replies or actions. The Administrative Assistant reviews outgoing correspondence for proper format and content, retrieves and summarizes information, and coordinates meeting logistics. They also maintain records for educational courses, personnel listings, and departmental record-keeping such as licensure requirements and nursing competency files. Additionally, this role establishes and maintains a tracking system for commitments and budgets related to equipment, travel, training, and supplies, ensuring funds are available for transactions. The Administrative Assistant may act as a project manager for special projects, including planning presentations, disseminating information, and organizing events for the Emergency Department. They are responsible for completing all yearly Center for Medicare and Medicaid Services (CMS) required training and assisting with compliance with CMS standards. Other duties as assigned.

Requirements

Two (2) years of direct work experience.
Associate’s Degree in Business Administration or related field from an accredited school or two (2) years additional direct work experience.
Valid, unrestricted insurable driver’s license.
Resume and references are required.

Responsibilities

Coordinates a variety of administrative clerical support activities.
Screens calls and visitors, refers to appropriate staff member and forwards only those calls or visitors requiring their attention.
Responds to inquiries for general information; completes copier projects, mail handling, and supplies control.
Receives and routes mail to appropriate offices for action.
Takes full responsibility to ensure timely reply or action; secures and furnishes information required by higher-level management relative to action required or taken.
Reviews outgoing correspondence, verifies for signature of approval, including proper format, and determines if it conforms to established processes.
Retrieves, assembles, and summarizes information as required from files and documents as requested.
Coordinates meeting logistics, which includes making reservations for meeting room, open locked areas and notify all participants.
Initiates and maintain records for all educational courses offered, sign up/sign in, and evaluations.
Reads all incoming correspondence and determines proper action.
Reviews outgoing correspondence and reports for proper formatting, mathematical and grammatical correctness and content, and ascertaining that all necessary coordination of facts have been completed and in accordance with established policy.
Provides clerical and administrative support for the Nursing Staff monthly meetings by communicating meeting dates and time, creates minutes, staff appointments and other pertinent material.
Organizes and maintains educational files and records, manuals, handbooks, and other related materials.
Maintains personnel listings of all Division employees and other departmental record keeping such as licensure requirements, and the maintenance of nursing competency files under the direction of the Clinical Educator/Nurse Executive.
Establishes and maintains a tracking system on commitment records and the budget allotted for equipment purchases, travel expenditures, training expenditures, and supply purchases and records expenses.
Checks the accuracy, updates records, and checks status of funds to assure funds are available to cover transactions.
Acts as the project manager for special projects, at the request of reporting supervisor which may include planning and coordinating multiple presentations, disseminating information, and organizing events for the department of Emergency Department.
Completes all yearly Center for Medicare and Medicaid Services (CMS) required training by the indicated due dates.
Assists, promotes, and supports compliance with established CMS standards.
Performs other duties as assigned.