Nursing Administrative Assistant: Cardiac Catheterization and Electrophysiology Lab

Department/Unit: Adult Cardiac Cath Lab

Work Shift: Day (United States of America)

Salary Range: $46,947.00 - $65,726.00

The Administrative Assistant supports the day-to-day operations of a nursing department within the Albany Med Health System, providing 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.

• 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 certifications, 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.
• Identify and organize logistics of special events; coordinate department special events; prepare itineraries and organize related travel arrangements for on‑site and off‑site conferences or events as needed.
• Complete 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).
• Prepare and maintain calendar of activities for leadership and maintain calendar of shared meeting rooms.
• Compile, type, revise, combine, edit, print and store documents such as letters, correspondence, memoranda, reports, and contracts using Microsoft Office and other applications.
• Assist with the coordination of department service contracts.
• Function as a liaison for management to follow up on supply problems, shortages, replacement products, etc.
• Communicate to staff when annual health assessments, education modules, license/credentials and other mandatory reporting to AMC are due and follow up to ensure deadlines are met.
• Screen various questions and problems of departmental employees and others who deal with the department, referring to appropriate contacts for resolution.
• Assist in the preparation of departmental budgets and monitor service‑specific accounts as needed.
• Assist management in the scheduling of employees in scheduling software and with time‑card maintenance in Kronos software.
• Manage leadership meetings and calendars.

• High School Diploma/G.E.D.
  
  - required.
• Associate's Degree or higher - preferred.
• 1–3 years of 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.

• Standing – occasionally
• Walking – occasionally
• Sitting – occasionally
• Lifting – constantly
• Carrying – rarely
• Pushing – rarely
• Pulling – rarely
• Climbing – rarely
• Balancing – rarely
• Stooping – rarely
• Kneeling – rarely
• Crouching – rarely
• Crawling – rarely
• Reaching – rarely
• Grasping – occasionally
• Feeling – occasionally
• Talking – rarely
• Hearing – constantly
• Repetitive motions – frequently
• Eye/hand/foot coordination – frequently

• Extreme cold – rarely
• Extreme heat – rarely
• Humidity – rarely
• Wet – rarely
• Noise – occasionally
• Hazards – rarely
• Temperature change – rarely
• Atmospheric conditions – rarely
• Vibration – rarely

Albany Med Health System is an equal opportunity employer.

The role may require access to sensitive information. Workforce members must ensure that access is based on a “need to know” and is the minimum necessary to perform assigned duties, and must protect information against unauthorized access and disclosure.