Nursing Administrative Assistant - Preadmission Services

Position: Nursing Administrative Assistant - Preadmission Services - 40hrs/week, Days Monday-Friday 8a-4:30p
Location: City of Albany

Department/Unit:

Pre-Admission Services

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, 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.

Essential Duties and 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

Assists management in the scheduling of employees in scheduling software and with timecard maintenance in Kronos software

Manage leadership meetings and calendars

Qualifications

High School Diploma/G.E.D.

- required

Associate's Degree or higher - preferred1-3 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.

Physical Demands Standing
- Occasionally Walking
- Occasionally Sitting
- Constantly Lifting
- Rarely Carrying
- Rarely Pushing
- Rarely Pulling
- Rarely Climbing
- Rarely Balancing
- Rarely Stooping
- Rarely Kneeling
- Rarely Crouching
- Rarely Crawling
- Rarely Reaching
- Rarely Handling
- Occasionally Grasping
- Occasionally Feeling
- Rarely Talking
- Constantly Hearing
- Constantly Repetitive Motions
- Frequently Eye/Hand/Foot Coordination
-…