Nursing & Clinical Care Services Office Admin

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Responsible for managing/supporting all schedule processes to support unit operations: build, manage, and execute schedules in Kronos. Provides secretarial services to the Nurse Manager, Nursing Director and all nursing leaders in the designated cost centers. Responsible for the oversight and effective operations of all clerical support activities: customer reception, payroll and human resources records processing and management, purchasing/supply management, budget/accounting monitoring of multiple operating projects and priorities simultaneously (purchase orders & budgeting accounting- of clerical, minor equipment and minor facilities' needs).

Requires considerable initiative and ability to work autonomously. Excellent communication skills and independent judgment are essential.

• Balances graph, ensures specialty roles on each shift such as charge nurse etc. Monitors PPL time as a whole to balance the graph.
• Partners with central staffing office to implement new IS system features on the unit.
• Partners with leadership on daily operations of the schedule.
• For those units that are outpatient or not necessarily 24/7 in nature, patient scheduling/registration may be substituted in lieu of staff scheduling responsibilities.
• Manages the department administrative and clerical functions including customer reception where needed.
• Ensures adequate and timely response to all requests for information and service by customers that present in person, by telephone, or email.
• Serves as a liaison and problem solver for departmental customers as relates to operational/service needs.
• Answers telephones, screens calls, routes callers, takes messages, and provides routine information to callers promptly and courteously.
• Responds to requests related to educational offering with the department, registration, confirmation of speakers and participants, preparation of program materials.
• Provides administrator coverage for other units as needed (i.e, FMLA, etc.).
• Assists with new staff onboarding and orientation.
• May supervise or mentor others.
• Develops and maintains a supportive relationship with other departments in order to promote teamwork, emphasize quality and extraordinary service and promote learning.
• Non-Labor Expense Management
• Orders office/unit supplies. Monitors supply budget and implications of ordering. Substitutes office products with lower costs when appropriate to save money.
• Prepares purchase requisitions for supplies and equipment and maintains monitoring system for this activity.
• Collaborates with Purchasing to ensure that product selections, vendor choice, and price are consistent with hospital practices/policies. Again on a smaller scale or it needs to be noted if areas do not have an Operations Manager.
• May monitor travel expense reports.
• Manages the departmental HR records systems, payroll and financial systems of the department.
• Maintains and updates the departmental HR files in a confidential manner. Analyzes all employee profiles and evaluations prior to processing to ensure completion and accuracy for staff. Follows up with HR for discrepancies with the employee profiles. Adheres to Regulatory Requirements.
• Performs a yearly assessment of all employee files for compliance.
• Inputs and updates staff information in Kronos System and keeps records current
• Pre…