Nursing Administrative Assistant: E4 (Med/Surg), Full Time, Days
About The Position
The Administrative Assistant supports the day-to-day operations of a nursing department within the Albany Med Health System, and provides essential assistance to Supervisors, Managers, and senior Leadership. Basic office duties include answering phone calls, sorting and filing documents, scheduling appointments, and maintaining office records. The Nursing Administrative Assistant also assists in the maintenance of staff files, assisting in staff scheduling, assisting in the general onboarding of department staff, operating and maintaining office equipment, and data entry or collection where needed. The Nursing Administrative Assistant additionally provides word processing and other document and report preparation in support of management and technical staff.
Requirements
- High School Diploma/G.E.D. - required
- 1-3 years experience in an administrative, clerical, or operations role - required
- Strong planning and organization skills
- Excellent attention to detail and organizational skills
- Ability to manage confidential information
- Ability to work independently, perform as a self-starter, and meet critical deadlines
- Ability to interact with staff, vendors, other departments and senior management
- Ability to work well independently as well as within a team unit
- Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals, compute rate, ratio, and percent
- Uses Outlook, Word, Excel and PowerPoint to produce materials and presentations for meetings
- Ability to work in a fast-paced environment and juggle multiple priorities
- Strong data entry skills with excellent accuracy and attention to detail
- Knowledge of office management systems and procedures
- Some knowledge with invoicing
- Equivalent combination of relevant education and experience may be substituted as appropriate.
Nice To Haves
- Associate's Degree or higher - preferred
Responsibilities
- Update and distribute department documentation, including but not limited to documents such as policies and procedures
- Schedule, attend and complete minutes for regular departmental meetings
- Maintain department staff files including but not limited to: required certifications and licensures, registrations, new hire documents, performance reviews, vacation and on call schedules where applicable
- Input data directly into databases and review data for accuracy
- Prepare basic to moderately complex correspondence or reports for the department's leadership
- Identifies and organizes logistics of special events; coordinates department (work unit) special events; prepares itineraries and organizes related travel arrangements for on-site and off-site conferences or events as needed
- Completes check requests, workday orders, and reimbursements in accordance with AMHS policies
- Assist in coordinating support service requests for the department (i.e. Facilities, IT, EVS, Security requests)
- Prepares and maintains calendar of activities for leadership and maintains calendar of shared meeting rooms
- Compiles, types, revises, combines, edits, prints and stores documents such as letters, correspondence, memoranda, reports, and contracts using Microsoft office and other applications
- Assists with the coordination of department service contracts
- Functions as a liaison for management to follow up on supply problems, shortages, replacement products, etc.
- Communicates to staff when annual health assessments, education modules, license/credentials and other mandatory reporting to AMC are due and follows up to ensure deadlines are met
- Screens various questions and problems of departmental employees and others who deal with the department, referring to the appropriate contacts for resolution
- Assists in the preparation of departmental budgets and monitors service specific accounts as needed
- Assist management in the scheduling of employees in scheduling software and with timecard maintenance in Kronos software
- Manage leadership meetings and calendars
Benefits
- Excellent health care coverage with no copay at Albany Medical Center providers
- A wide array of services and programs to support emotional, physical, and mental wellbeing
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
High school or GED
