Nursing Administrative Assistant: E3; Med​/Surg

Job Summary

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. The role also involves maintaining staff files, assisting with staff scheduling, onboarding of department staff, operating and maintaining office equipment, and performing data entry or collection as needed.

• Update and distribute department documentation, including 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.
• 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.
• Complete check requests, workday orders, and reimbursements in accordance with AMHS policies.
• Assist in coordinating support service requests for the department (Facilities, IT, EVS, Security).
• Prepare and maintain a calendar of activities for leadership and a shared meeting‑room calendar.
• 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 the 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.
• Proficiency in basic arithmetic (addition, subtraction, multiplication, division, computation of rates, ratios, and percentages).
• Proficiency with 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 of invoicing.
• Equivalent combination of relevant education and experience may be substituted as appropriate.

• Standing – occasionally.
• Walking – occasionally.
• Sitting – occasionally.
• Lifting – rarely.
• 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.
• Working conditions:
  
  extreme cold – rarely; extreme heat – rarely; humidity – rarely; wet – rarely; noise – occasionally; hazards – rarely;…