Administrative Assistant-Full time-Days-Newton

Trinity Health • Newton, IA

4d

About The Position

The Administrative Assistant performs receptionist, secretarial, and clerical duties in the Nursing Service office and serves as a central communication resource for Nursing Service. The role prepares and maintains nursing personnel work schedules and coordinates daily staffing for patient care areas, including Med Surg, OB, SCU, respiratory care, house supervisors, and the Emergency Department. The assistant communicates with nursing leadership about staffing needs and plans, reconciles Kronos payroll each pay period, and supports scheduling, employee attendance, and vacation tracking.

Additional duties include processing mail, assisting with safety rounds and regulatory preparation, organizing meetings and minutes, approving and tracking invoices, ordering supplies, maintaining employee directories, and updating documents in PolicyStat. The position also supports patient and family concerns when the patient advocate is absent, agency staffing contacts, new-hire orientation, clinical education data entry, patient-transfer tracking, and volunteer supply needs.

Responsibilities

• Answer telephones, greet and direct customers in the Nursing Service office.
• Create and revise scheduling processes to address the needs of patient care areas.
• Prepare, revise, and maintain Nursing Service work schedules and coordinate daily staffing for Med Surg, OB, SCU, respiratory care, house supervisors, and the Emergency Department.
• Communicate regularly with the Inpatient Director and House Supervisors regarding staffing needs.
• Reconcile Kronos payroll each pay period to ensure accurate recording of worked time, unpaid time, and bonus hours.
• Review and revise staffing plans in collaboration with nursing leadership.
• Process incoming mail and distribute it to the Nursing Services team.
• Assist the director with unit-based safety rounds and environment-of-care regulations, and serve as a role model for a culture of safety.
• Prepare for regulatory site visits, including CLIA and DIA visits.
• Attend meetings, take and distribute minutes, prepare agendas, and schedule meetings using Outlook and resource scheduling software.
• Assist with employee attendance tracking and vacation requests.
• Approve and track invoices.
• Manage inventory and order supplies and forms.
• Receive and follow up on patient or family concerns and complaints when the patient advocate is absent.
• Maintain the employee directory, including current phone numbers and email addresses.
• Edit policies, protocols, and other documents in PolicyStat under the direction of the inpatient manager.
• Serve as the agency staffing contact for inpatient care areas.
• Assist with new-hire orientation processes, scheduling, and follow-up.
• Assist the clinical educator with entering data into the computer system, creating paper certificates, and following up with employees.
• Track data on patient transfers to other facilities.
• Assist volunteers with form orders and supply needs.

What This Job Offers

• Job Type: Full-time
• Education Level: No Education Listed