Healthcare Administrative Assistant

Job Title

Scheduling, Daily Staffing and Payroll Management for the Service Line.

Reports To

Nurse Manager

Job Requirements

Supervisory Responsibilities: No

Minimum Education: High School Diploma/GED

Degree: General

License/Certification Required: None

Minimum Work Experience: 2 years of related administrative assistant, scheduling or logistics experience in a healthcare setting preferred.

Required Knowledge, Skills, and Abilities

• 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.

Duties and 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.
• Prepares accurate daily and/or shift work schedules, which reflect forecasted needs in collaboration with the unit leadership team.
• Works to 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.
• Performs daily reconciliation of timecards.
• Prepares payroll for unit leader approval by 10am on the date of payroll submission.
• Tracks on-call and PRN shift requirements for assigned units.
• Tracks absenteeism and reports compliance issues to unit leadership.
• Utilizes scheduling system to schedule department conference rooms.
• Reconciles and maintains the daily ED Log.
• Demonstrates respect and regard for the dignity of all patients, families, visitors and fellow employees to ensure a professional, responsible and courteous environment.
• Follows Human Resource and Employee Health & Wellness policies and procedures related to scheduling and tracking attendance and leaves of absence.
• Assists with unit billing and charge reconciliation.
• Utilizes hospital resources and time respectfully and accountably and willingly accepts any other assignment that may be requested.

Physical Requirements

• Note: Reasonable accommodations may be made for individuals with disabilities to perform the essential functions of this position.
• Medium lifting, pushing and pulling is required for 20-50 lbs occasionally, 10-20 pounds frequently and 10 lbs constantly to move objects. Sudden emergency situations have the potential for exposure for lifting or moving of up to 100 lbs. Frequent bending, walking, sitting, squatting, reaching, and standing are required. Keyboard/computer use and/or repetitive motions may be required.

Come work where you can make a difference everyday.