Administrative Assistant 4 - CG- HQ

Administrative Assistant 4

This position supports Department of Corrections Health Services Chief Nursing Officer. This position serves as a liaison between the Chief Nursing Officer, direct reports and other internal and external staff. The incumbent performs a variety of administrative duties to support services, manage complex assignments, and ensure the coordination and completion of a wide variety of special programs. This position will also provide administrative support to other program areas within Health Services.

Application assessment will be ongoing, and the hiring authority reserves the right to offer the position at any time during the recruitment process. It is to the applicant's advantage to apply as early as possible.

This recruitment could be used to fill multiple permanent or non-permanent positions.

Provides administrative support to the Chief Nursing Officer

• Delegated authority from Chief Nursing Officer
• Respond to emails regarding established guidance on the Chief Nursing Officer's behalf
• Facilitate and attend meetings on the Chief Nursing Officer's behalf
• Schedule meetings requiring attendance for staff involved in nursing care across facilities
• This includes planning meetings that develop evaluation and improvement of nursing care services
• Craft routine correspondence, OCO responses, grievance responses, and guidance based on DOH, OFM, CDC, ANA, and RCW standards
• Approval and processing of purchasing, timecards, travel, IT requests, continuing education requests, and tuition reimbursements on behalf of the Chief Nursing Officer
• Monitors nursing audits and other 12rotocol concerns at DOC correctional facilities across the state
• Ensures regulatory and accreditation compliance for facilities and staff members
• Provides administrator level support to SharePoint updates on the nursing website
• Provides additional directions updating the site and maintenance of content at the request of the Chief Nursing Officer and Nursing Educators.

General Duties:

• Log and track decision points made across guidance documents to ensure no protocols conflict with other documents including, but not limited to Health Plan, agency wide policy, and Department of Health requirements for healthcare facility settings. This includes capturing technical wording, formatting final documents, ensuring review processes are completed in a timely manner, and that finalized documents are communicated/posted as appropriate.
• Schedule, compile records for and support all calls between DOH, OFM, internal stakeholders and external stakeholders on behalf of the Chief Nursing Officer.
• Prepare schedule for the Chief Nursing Officer and all positions that report through the Chief Nursing Officer. This includes sending notices to facilities as needed for pending arrival dates and times, or consult scheduling of patients.
• Manage calendar appointments, correspondence or signature, and purchase orders
• Review and collect research on grievances and case specific data in coordination with the Chief Nursing Officer.
• Draft internal and external communications for nursing at the direction of the Chief Nursing Officer
• Collect, organize and provide responsive records to the Legal Liaison Officer for Health Services and the Public Disclosure Officer for Health Services as needed.
• Take and transcribe minutes and track action items for Health Services Division oversight in nursing matters as well as upon request to support the division.
• Track, schedule and develop, PDP reviews on behalf of the Chief Nursing Officer, including maintaining a supervisory file on their behalf.
• Support all hiring needs of the Chief Nursing Officer including, but not limited to arranging for equipment, space, and other needs of staff being onboarded.
• Assists in…