Administrative Assistant - Nursing

UHS•Auburn Hills, MI

6d•Onsite

About The Position

Havenwyck Hospital is a Joint Commission-accredited and licensed psychiatric hospital in Auburn Hills, Michigan, specializing in providing comprehensive, compassionate behavioral health services to children, adolescents, and adults. The Administrative Assistant provides primary administrative and organizational support to the Chief Nursing Officer (CNO). The role involves maintaining the CNO's calendar, contact lists, and appointments, gathering necessary documentation, and coordinating schedules for committees and events. The position requires independent judgment, discretion, and the ability to conduct follow-up on business meetings, complete minutes, and assist with filing and record keeping. The Administrative Assistant will also prepare travel itineraries, arrangements, and expense reports, act as a resource for hospital procedures, and maintain effective working relationships with various stakeholders. Additionally, the role includes coordinating unit secretary meetings, assisting the ACNO with managing unit secretary tasks, communicating documentation changes, and supervising unit secretaries. Responsibilities also extend to coordinating meetings, preparing agendas, taking minutes, disseminating materials, assisting in developing training materials, conducting literature searches, and maintaining electronic files. The Administrative Assistant will also make arrangements for departmental functions, work a schedule tailored to the CNO's needs, act as a scheduler for staffing units when needed, attend mandatory training, adhere to hospital policies, and accept additional assignments.

Requirements

Associate’s degree and/or 3+ years Administrative Assistant experience or a HS Diploma with 10+ years of Administrative Assistant experience required.
Experienced in settings where excellent customer service skills as well as independent problem solving are practiced.
Data gathering and analysis experience a must.
Individual must be highly organized; detail focused with excellent time management skills.
Exhibits the ability to anticipate and predict daily and weekly needs of the CNO.
Must be highly proficient in Microsoft Office Word and Excel with excellent writing skills.

Nice To Haves

Bachelor’s degree preferred.
Experienced in managing and implementing contracts preferred.

Responsibilities

Maintains Nursing leadership’s calendar, contact lists, appointments, gathers and prepares all necessary documentation and resources for scheduled appointments.
Anticipates/coordinates scheduling and advance notices for committees and events and maintains project schedules. Assists CNO to maintain schedule daily. Prepares for any potential barriers in advance and notifies the CNO.
Exercises discretion and independent judgment with respect to matters of significance.
Conducts follow-up for all business meetings with minimal direction.
Completes minutes for all meetings. Assists with filing and record keeping, as necessary.
Exercises judgment in managing workload for CNO appointments.
Prepares and/or reviews travel itineraries, arrangements for air, ground, and hotel accommodations.
Completes associated expense reports, purchase authorizations, memos, and associated correspondence.
Acts as a resource person regarding Hospital procedures and general information.
Maintains effective working relationships with department managers, medical staff, Hospital staff and professionals in the community.
Composes and prepares correspondence, responds to routine calls, correspondence and performs other administrative and clerical functions as assigned.
Coordinate unit secretary meetings and assist ACNO in managing assignment/tasks of unit secretaries. Communicate changes in nursing documentation to hospital staff, including unit secretaries.
Supervises unit secretaries while providing direction and support on all shifts. Assist in coordinating the work of the unit secretaries to achieve unit goals. Provides communication and leadership between unit secretaries on all units and acts as a resource person to ensure continuity in workflows, training and in-services related to hospital policies and procedures.
Coordinates meetings and conference calls. Prepares agendas, takes minutes, maintains distribution lists and disseminates materials.
Assists in developing material used in formal training or other company presentations.
Proficient in planning and meeting deadlines in a timely manner.
Conducts literature searches and reviews, as necessary. Electronically catalog articles for reference.
Maintains and catalogue electronic materials on shared computer drives for easy access and distribution.
Expedites check requisitions.
Make arrangements for specific departmental functions - reserves room, orders food, etc.
Works a schedule tailored to the needs and objectives of the CNO.
Acts as scheduler to assist with staffing units when needed.
Attends hospital mandatory training/in-services as required.
Adheres to all hospital policies.
Accepts additional assignments and responsibility as needed/required.