NICU Administrative Assistant, Full Time, Days

East Tennessee Children's Hospital•Knoxville, TN

5d•Onsite

About The Position

This full-time position focuses on scheduling, daily staffing, and payroll management for the NICU Service Line. The role involves creating and editing schedules in an electronic system, assigning specialty roles, resolving staffing issues, and managing timecards and payroll submission. The Administrative Assistant will also track on-call and PRN shifts, monitor absenteeism, schedule conference rooms, reconcile the ED Log, and assist with unit billing. A key aspect of the role is demonstrating respect and maintaining a professional environment for patients, families, visitors, and colleagues, while adhering to HR and Employee Health & Wellness policies. The position requires efficient use of hospital resources and a willingness to take on additional assignments.

Requirements

High School Diploma/GED
2 years of related administrative assistant, scheduling or logistics experience in a healthcare setting preferred.
Strong planning and organizational skills.
Excellent verbal and written communication skills.
Detail-oriented individual who can consistently meet deadlines and work well in a team environment.
Proficient in Microsoft Word and Excel.

Nice To Haves

experience in a healthcare setting

Responsibilities

Create and edit schedules for assigned nursing departments into the electronic scheduling system following all hospital policies, procedures, and guidelines.
Assign specialty roles particular to each unit’s operational needs.
Prepare accurate daily and/or shift work schedules, reflecting forecasted needs in collaboration with the unit leadership team.
Resolve daily staffing issues within the service line in collaboration with unit leadership and Nursing Coordinators.
Approve or deny all schedule requests, with communication to unit leaders, as appropriate.
Perform daily reconciliation of timecards.
Prepare payroll for unit leader approval by 10 am on the date of payroll submission.
Track on-call and PRN shift requirements for assigned units.
Track absenteeism and report compliance issues to unit leadership.
Utilize scheduling system to schedule department conference rooms.
Reconcile and maintain the daily ED Log.
Demonstrate respect and regard for the dignity of all patients, families, visitors, and fellow employees to ensure a professional, responsible, and courteous environment.
Follow Human Resource and Employee Health & Wellness policies and procedures related to scheduling and tracking attendance and leaves of absence.
Assist with unit billing and charge reconciliation.
Utilize hospital resources and time respectfully and accountably and willingly accept any other assignment that may be requested.