HCSS Administrative Associate (HCSS Compliance Office)

UTMB•Galveston, TX

About The Position

This position requires previous experience in a healthcare setting. JOB SUMMARY: To coordinate and directly support the administrative and business management activities of the Heathcare Systems Staffing compliance office. MAJOR DUTIES / CRITICAL TASKS: Contributes to the successful operations of UTMB HealthCare Systems compliance office. Compliance/Immunizations/Education Audit all education reports for staff work clearance Email/Call all staff regarding expiring tb, tdap, flu, and credentials-daily Manage credentialing/licensing renewals of all staff and update in HCM-daily Data entry in database/HCM/Paycom. Assist with fit test eval forms Manage Database/Paycom data and parameters Assist all staff with completing education on the training computers Manage Flu start and stop times Block/Unblock for compliance of all staff (Note reasons) Give POCT access Manage and audit annual Online Training due 6/30 (actual due date 8/31) Manage and update NSO rotation list Update POCT book Schedule current staff for orientations to new areas. Ensure sign up for epics, TDSS, trainings, online training, or any accesses are requested/completed Update skills in HCM and Directory when current employees have new NSO or work in new areas Round on floors to collect compliance Update Fit, TB, or other time sensitive forms annually as needed Administer Flu cards annually Compliance checks for any special licensures/certifications/immunizations Complete 30/60/90 report and upload into Teams Nursing Service Orientation (NSO) Escort new staff to assigned area as needed Pick up paperwork turned by employees in staffing office-check with staff re\: any staffing issues for orientation-daily Follows Hiring Timeline process General Prepare mail for market as needed Order supplies as needed Order annual flu cards Manage stock of all badge cards Monitor equipment function as needed Sign education time sheets after verification of completion and send to timekeeper. Ensure all compliance and pertinent Kronos sheets are not sent to the staffing office Update Compliance Office schedule as needed Manage hallway board for holidays, EOTQ, special announcements Make 30/60/90 calls as needed Update and maintain shared drive Updates Hiring Timeline and Duties list as needed All other duties as assigned.

Requirements

Previous experience in a healthcare setting
Ability to actively listen and professionally communicate with others to achieve mutual goals.
Ability to coordinate multiple tasks while meeting established deadlines and quality standards.
Skilled in customer interactions.
Ability to provide administrative direction and management to support systems.
Ability to effectively communicate both verbally and in writing.
Ability to work independently.
Bachelor's degree, or equivalent combination of education and administrative experience.
Standard office equipment including knowledge of various software applications (i.e. Word, Excel, Access, PowerPoint etc.).

Responsibilities

Contributes to the successful operations of UTMB HealthCare Systems compliance office.
Compliance/Immunizations/Education Audit all education reports for staff work clearance
Email/Call all staff regarding expiring tb, tdap, flu, and credentials-daily
Manage credentialing/licensing renewals of all staff and update in HCM-daily
Data entry in database/HCM/Paycom.
Assist with fit test eval forms
Manage Database/Paycom data and parameters
Assist all staff with completing education on the training computers
Manage Flu start and stop times
Block/Unblock for compliance of all staff (Note reasons)
Give POCT access
Manage and audit annual Online Training due 6/30 (actual due date 8/31)
Manage and update NSO rotation list
Update POCT book
Schedule current staff for orientations to new areas.
Ensure sign up for epics, TDSS, trainings, online training, or any accesses are requested/completed
Update skills in HCM and Directory when current employees have new NSO or work in new areas
Round on floors to collect compliance
Update Fit, TB, or other time sensitive forms annually as needed
Administer Flu cards annually
Compliance checks for any special licensures/certifications/immunizations
Complete 30/60/90 report and upload into Teams Nursing Service Orientation (NSO)
Escort new staff to assigned area as needed
Pick up paperwork turned by employees in staffing office-check with staff re\: any staffing issues for orientation-daily
Follows Hiring Timeline process
Prepare mail for market as needed
Order supplies as needed
Order annual flu cards
Manage stock of all badge cards
Monitor equipment function as needed
Sign education time sheets after verification of completion and send to timekeeper.
Ensure all compliance and pertinent Kronos sheets are not sent to the staffing office
Update Compliance Office schedule as needed
Manage hallway board for holidays, EOTQ, special announcements
Make 30/60/90 calls as needed
Update and maintain shared drive
Updates Hiring Timeline and Duties list as needed
All other duties as assigned.