Administrative Assistant to the CNO & ACNO

#REF!•Fort Worth, TX

1d•Onsite

About The Position

This role provides administrative support to the Chief Nursing Officer (CNO) and Assistant Chief Nursing Officer (ACNO). The Administrative Assistant will manage schedules, prioritize tasks, communicate with various internal and external personnel, and ensure priority matters are handled efficiently. This position serves as a liaison, communicates instructions, and maintains sensitive files and records. The role also involves scheduling meetings, taking minutes, arranging logistics for meetings, and creating reports and presentations using advanced software. Additionally, the Administrative Assistant will handle administrative tasks for executive staff, coordinate travel, manage office equipment, and serve as a hospital-wide resource for administrative policies, procedures, and contact information. The position also includes site administration for a contract management site and other assigned duties.

Requirements

H.S. Diploma or Equivalent Required
5 Years experience in support of a department, supervisor or projects. Required
Advanced office software applications skills & experienced user of office & desktop publishing applications e.g. power point, Excel spreadsheet creation and other presentation software to create presentations and some analysis, and collaboration platforms e.g. Microsoft Teams.
Proven experience producing various forms of business correspondence-e.g. business letters, memos, written and statistical report documentation for production.
Good project management & organization skills.
Excellent verbal, written communications & interpersonal skills.
Ability to give instructions & clearly explain any type of problems or situations.

Nice To Haves

Director/Executive Admin Assistant Experience Strongly Preferred
Support of Multiple Leaders Preferred
Healthcare experience Preferred

Responsibilities

Manage schedules by setting appointments, prioritizing and communicating with callers.
Work with numerous internal and external personnel to follow-up with issues, obtain services, and/or finalize agreements and plans.
Ensure priority matters are identified and communicated accurately and timely follow up as necessary.
Relieve CNO/ACNO of administrative matters by anticipating needs, prioritizing importance and taking action to meet them.
Screen calls, mail and emails.
Research a wide variety of information and respond to those that can be handled at assistant level.
Serve as a liaison communicating instructions and/or information to hospital/THR executive management, direct reports, internal/external customers, committees and physicians.
Promote competence of hospital, CNO/ACNO and senior management at all times.
Maintain files for correspondence or forms requiring signatures.
Schedule meetings, act as reporting secretary for both multidisciplinary clinical and non-clinical committee meetings, manage recording of minutes, arrange for conference rooms, catering and/or audio/visual equipment, ensure materials are produced effectively.
Use various database and advanced software to create routine and non-routine reports, documents, presentations for meetings (hospital and/or corporate), committees, seminars, education or events.
Create drafts or final written correspondence.
Maintain files, records, and manuals which may be of a sensitive nature.
Manage upkeep of manuals and education materials.
Monitor deadlines and ensure deadlines are met.
Liaison for purchasing, payroll, expense tracking and reports, equipment, I/S activities.
Answer a multi-line phone, responding to call or forwarding to proper person.
Prepare correspondence, emails, reports.
Coordinate travel arrangements, including transportation, hotel and conference expenses.
Organize and maintain files of correspondence, committee and council information.
Oversee selection and maintenance of Administration's office equipment.
Coordinate calendars and schedules meetings.
Open, prioritize and distribute mail.
Work with various departments (i.e. Quality Management, Medical Staff, Business Development) on meetings and meeting materials including documents, booklets, etc.
Work in conjunction with various hospital areas to create and/or update presentations and materials.
Hospital-wide resource for individuals who need assistance with contact information, documents, presentations, policies and/or SharePoint.
Hospital-wide resource for all administrative hospital wide policies and procedures; maintain master file and policy library intranet site.
Respond to requests and inquiries from physicians, trustees, and other stakeholders.
Site Administrator for contract management site review, obtain appropriate signatures and posts contracts/agreements.
Other duties as assigned.