Nursing Admin Assistant / Scheduler

State of Oklahoma•Claremore, OK

1d•Onsite

About The Position

Positions in this job family are assigned responsibilities for providing administrative support to program areas and support functions or serve as an assistant to or provide administrative support to nursing administration. This may include responsibility for the administration of an agency program providing services to agency customers, maintaining various records, preparing correspondence, presentations, reports, or other materials; or performing or overseeing administrative operational functions such as bookkeeping or accounting, human resources, purchasing, contracts, or similar tasks.

Requirements

Knowledge of spelling, punctuation, and business English
Knowledge of business mathematics
Knowledge of modern office methods and procedures
Knowledge of the maintenance of complex records
Knowledge of the major policies and procedures governing assigned programs
Ability to establish and maintain effective working relationships with others
Ability to perform confidential work and maintain confidentiality
Ability to interpret and complete routine matters according to agency policies and procedures
Ability to follow oral and written instructions
Sufficient proficiency in the English language to perform the essential functions of the position
Level I: Bachelor's degree or four years of technical clerical, administrative, secretarial, or general office work; or an equivalent combination of education and experience.
Level II: Bachelor's degree plus one year of technical clerical, administrative, secretarial, or general office work, or an equivalent combination of education and experience.

Nice To Haves

Some agencies may require frequent job-related travel for certain positions.
Some agencies may require typing or keyboarding at a rate of 50 words per minute from printed copy.
Some agencies may require a specific bachelor’s degree or college hours.
Some agencies may prefer a candidate with a specific bachelor’s degree or college hours.

Responsibilities

Develops and implements special procedures
Initiates correspondence requiring knowledge of agency or program procedures and policies
Develops and maintains confidential or complex files
Coordinates activities with internal and external customers
Coordinate daily and long-term staffing schedules for nursing personnel.
Monitor staffing levels and adjust assignments based on patient census, acuity, and departmental needs.
Maintain staffing records and schedules.
Contact and schedule available nurses, nursing aides, agency staff, or float pool personnel to fill vacancies and call-outs.
Ensure staffing assignments comply with organizational policies, labor agreements, state regulations, and staffing guidelines.
Communicate staffing changes to nurse managers and supervisors.
Assist with payroll-related functions, including verifying worked hours and schedule accuracy.
Support nurse managers with workforce planning and staffing forecasts.
Utilize staffing and scheduling software to manage employee schedules and staffing resources.
Respond to urgent staffing shortages and coordinate coverage during emergencies.
Performs other related duties as assigned consistent with the responsibilities of the position and agency operations.