Administrative Assistant Nursing Administration
Scott and White Healthcare - College Station, TX

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Responsibilities
Job Summary:
Provides secretarial/administrative support to an assigned office or department.
PROVIDES SECRETARIAL/ADMINISTRATIVE SUPPORT TO ENSURE OFFICE OR DEPARTMENT EFFICIENCY.
*Accurately maintains calendar; makes necessary arrangements for appointments, meetings, seminars, conferences or travel in a timely manner.
*Promptly and courteously answers and screens phone calls for the office or department; routes calls as appropriate within established customer service guidelines; accurately records messages and delivers to the appropriate party in a timely manner.
*Greets visitors, guests and patients promptly and courteously; ascertains their needs and provides assistance in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department.
*Accurately and rapidly edits and types a variety of confidential correspondence and documents; effectively composes other routine correspondence, forms and charts.
*Accurately compiles and completes reports, statistical data, charts, graphs and tables; reviews and analyzes reports to determine appropriate action or refers to management for review.
*In the absence of management, exercises initiative and judgment in responding to client problems or complaints promptly, courteously and in accordance with established policies and procedures or, if unable or unqualified to assist, promptly refers to the appropriate party or department and follows-up to ensure problem resolution.
* NURSING AREAS ONLY:
*Accurately maintains One Staff (Nursing Scheduling Program) to include printing and distributing weekly and daily staffing sheets; any staff schedule revisions.
PROVIDES ADDITIONAL CLERICAL DUTIES IN SUPPORT OF OFFICE OR DEPARTMENT OPERATIONS.
*Promptly sorts, opens and distributes mail daily, effectively composes responses to routine correspondence as appropriate and/or routes to the appropriate party.
*Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.
*Coordinates necessary travel arrangements for members of the department.
*Monitors supply levels and orders accordingly.
*Provides clear photocopies in a timely manner.

PROVIDES LOGISTICAL SUPPORT TO MEETINGS, PROGRAMS, EVENTS OR CONFERENCES TO ENSURE SUCCESSFUL OUTCOMES.
*Coordinates schedules to arrange meetings and other events, notifies all participants in a timely manner and follows-up to verify attendance.
*Coordinates all necessary arrangements to ensure the seamless progress of the event.
*Ensures any required materials are prepared on time and as requested.
*Communicates clearly and in a timely manner with all relevant parties.

DEPARTMENT SPECIFIC: PLANNING
MANAGES THE FINANCIALS FOR MULTIPLE COST CENTERS TO MAINTAIN THE FISCAL INTEGRITY OF THE OFFICE OF STRATEGY.
*Diligently monitors an annual budget exceeding $5 million.
*Prepares detailed financial reports, reconciles financials with accounting reports, identifies discrepancies and diligently seeks resolutions.
*Maintains accurate financials in order to link the expenses of the Office of Strategy to the overall strategy of the organization.
*Diligently monitors and reports expenses incurred by the Office of Strategy and associated departments to maintain awareness of any possible or actual budget overs.
COORDINATES THE PURCHASING CARD PROGRAM FOR THE DEPARTMENTS THAT REPORT TO THE OFFICER OF STRATEGY TO ENSURE ADHERENCE TO COMPANY AND PROGRAM GUIDELINES.
*Completes the Purchasing Card Reconciliation Envelope review process accurately and in a timely manner.
*Provides effective training to purchasing cardholders and assistants to ensure understanding of company guidelines and accuracy in reporting.
DEPARTMENT SPECIFIC: LEGAL
*Accurately tracks all research and IP legal documentation.
DEPARTMENT SPECIFIC: FEDERAL GRANT
MONITORS AND MAINTAINS PRODUCT SALES.
*Receives and fills orders in a timely manner.
*Receives and processes all sales monies, to include running credit cards.
*Maintains a product database for inventory, sales and purchases.
*Reports any problems to program administrator or office manager as appropriate.

DEPARTMENT SPECIFIC: EVS
MONITORS SAFETY POLICIES, PROCEDURES, AND ACTIVITIES TO ASSIST WITH SYSTEM-WIDE SAFETY AND COMPLIANCE WITH ALL RELEVANT REGULATIONS AND STANDARDS.
*Assists in the development, implementation, and monitoring of safety policies and procedures for Scott and White and all affected departments.
*Maintains records demonstrating compliance and assists with responding to inquiries from official agencies as needed.
*Facilitates, and supports leadership of the Environment of Care (EOC) Council, it's Subcommittees, and any ad-hoc committees that may be formed.
*Serves as resource to Scott and White and each department in answering environment of care questions.
*Assesses entity compliance with accreditation standards and regulations related to environment of care in collaboration with entity leadership and staff.
PROVIDES SUPPORT, THROUGH COLLABORATION WITH ENTITY LEADERSHIP AND STAFF, FOR ACTIVITIES RELATED TO ACCREDITATION AND REGULATORY ISSUES, PERFORMANCE IMPROVEMENT, PATIENT, STAFF AND FACILITY SAFETY, AND ADMINISTRATIVE POLICY DEVELOPMENT.
*Demonstrates the ability to work with a variety of disciplines and levels of staff and physicians across departments and throughout the Scott and White System.
*Researches and analyzes regulations and assists in making recommendations to senior leadership.
ASSISTS LEADERSHIP, ENSURING SERVICES ARE PROVIDED IN ACCORDANCE WITH STANDARDS ESTABLISHED THROUGH STATE AND FEDERAL REGULATIONS AND THE JOINT COMMISION.
*Assesses entity compliance with accreditation standards and regulations related to clinical care in collaboration with entity leadership and staff.
*Assists in Identifying areas of vulnerability related to accreditation standards and regulations.
*Assists in developing strategies to enhance compliance.
*Supports consistent practices across sites within the system.
DEPARTMENT SPECIFIC: ANAT PATHOLOGY
SUPERVISES THE DAILY FUNCTIONS OF THE DEPARTMENT BY PROVIDING LEADERSHIP, DIRECTION, ORGANIZATION AND DAILY MANAGEMENT.
*Monitors and evaluates employee performance to ensure that the highest quality of services are provided; all policies and procedures are followed and provides continuous constructive feedback.
*Prepares schedules and makes job assignments to maintain patient care
*Ensures that services are provided in a timely, accurate, effective and cost efficient manner in compliance with established policies and procedures.
ENSURES THE ESTABLISHMENT AND MAINTENANCE OF PROCEDURES PROVIDING TRAINING FOR NEW EMPLOYEES AND UPDATING EXISTING STAFF REGARDING NEW PROCESSES.
*Is responsible for department procedure manuals, updating when necessary and securing necessary verification.
*Ensures that all staff are knowledgeable of all performance standards and can perform all tasks with minimal assistance.
*Devises training and competency tools for subordinate staff.

PARTICIPATES IN COST CONTAINMENT AND BUDGETING ACTIVITIES TO PROMOTE CONTINUED EFFECTIVE AND EFFICIENT OPERATIONS.
*Establishes a system for maintaining inventory in accordance with divisional and institutional guidelines.
*Provides input and support for the selection/purchases of capital equipment for the area.
SUPERVISES VALIDATION OF BILLING PRACTICES TO PROVIDE ACCURATE CODING INFORMATION.
*Diligently monitors daily billing for technical and professional components.
*Provides assistance to other hospital and laboratory departments.
ACTS AS ADMINISTRATOR OF PATHOLOGY SOFTWARE SYSTEMS
*Maintains databases and administrative documents to satisfy regulatory agencies requirements.
*Assures that all standard reports, cases pending final and other reports are accurately maintained.

DEPARTMENT SPECIFIC: CLINICAL PATHOLOGY
EVALUATES AND HELPS ESTABLISH EFFECTIVE OPERATIONAL PROCESSES
*Manages operational processes by overseeing subordinate staff
*Coordinates operational changes involving staff and resident production efficiencies.
*Manages vendor contract renewal files and documents for laboratory equipment and supplies.
*Manages outside expenses incurred by senior staff for travel/educational purposes.
*Manages license renewal, subscription renewals and out of clinic coordination for senior staff.
*Manages time study documentation for senior staff.

MANAGES DATA COLLECTION PROCESSES FOR SPECIFIC PROJECTS AND OVERSEES CLINICAL PATHOLOGY TRANSCRIPTION
*Designs relevant data collection instruments and makes revisions as needed.
*Audits data collected for discrepancies and inconsistencies. Reports error and questionable data to responsible parties for correction.
*Effectively composes and transcribes in a confidential, accurate and professional manner all documents related to patient care and sensitive administrative issues in accordance with established policies and procedures.
MAINTAINS AND UPDATES LABORATORY COLLECTION MANUAL
*Updates Intranet website and other collection manual sources on a scheduled basis.
*Provides up to date copies of Reference Manual in a timely manner.

DEPARTMENT SPECIFIC: SWHP
SUBMITS AND MAINTAINS ALL RECORDS FOR HSD DIRECTOR AND UM MANAGERS REGARDING DIVISION TIME & ATTENDANCE.
*Posts daily absences and time adjustments into the KRONOS system for the Health Services Division T&A documentation.
*Maintains a log of all requests in HSD related to PTO, EIB, Jury Duty, FMLA, and approved flex time.
*Reports aggregate data to HSD Directors on trends in utilization of T&A by staff that is impacting Division efficiency.
*Audits KRONOS entries twice/weekly to alert non-exempt staff early of any potential mis-badges, etc. that may lead to unauthorized overtime occurrences.
PERFORMS AS DESIGNATED DIVISION CREDIT CARD SIGNER FOR ADMINISTRATIVE FINANCING OF APPROVED TRIPS, PURCHASES, ETC. AND MAINTAINS TRACKING AND AUDITING OF SUBSEQUENT REPORTS RECEIVED ON A MONTHLY BASIS.
*Maintains security/confidentiality related to all uses of HSD credit card per SWHP/S&W system policies and procedures.
*Maintains files of documentation related to all credit card activity.
*Audits received "bill" monthly against documentation and submits report for administrative signatures to complete the authorization for system payment of the Division's bills.
DEPARTMENT SPECIFIC: CARDIOLOGY
PREPARES, MAINTAINS AND DISTRIBUTES MONTHLY SCHEDULES
* Maintains proficiency in and manages physicians' master schedule using Cardiology scheduling software.
* Prepares monthly Cardiology general schedules and call schedules for cath lab, echo lab and Metroplex Cardiology.
* Maintains schedules by updating and adjusting when there are vac, CME, clinic business, etc. absences.
* Prepares final schedules for distribution.
* Prepares standard and spcialty reports using Cardiology scheduling software as directed by management.
DEPT SPECIFIC DUTIES: OFFICE OF MEDICAL EDUCATION RESEARCH (OMER)
MAINTAINS AND COORDINATES SCHEDULING FOR THE MEDICAL EDUCATION CENTER
*Maintains schedules by updating and adjusting when there are conflicting room priorities.
* Work with Educators, PA, Department Administrators to assign rooms.
* Coordinates conference rooms from S&W and TA&M (only the MEC in Temple)
*Communicate with callers promptly and courteously; as certain their needs and provide assistance in accordance with established polices and procedures.
*Accurately maintain calendars for S&W Conference Rooms-Scheduler Plus and TA&M-Outlook; make necessary arrangements for meetings, seminars, or conferences, determine how long the educational activity will take and what educational technology is needed.
MAINTAINS AND COORDINATES ADMINISTRATIVE FUNCTIONS OF OMER
*Accurately maintain calendars for OMER Director -Groupwise and OMER-related activities
*Make necessary arrangements for meetings, seminars, or conferences, determine how long the educational activity will take and what educational technology is needed.
*Communicate with callers promptly and courteously; as certain their needs and provide assistance in accordance with established polices and procedures.
*Accurately compiles and completes reports, statistical data.
*Coordinate all travel requests and travel formal letters for Research and Professional.
*Completes the Purchasing Card Reconciliation Envelope review process accurately and in a timely manner.
*Maintains files of documentation related to all credit card activity.
*Creates and diligently maintains a variety of confidential files in accordance with established policies and procedures.
*Coordinates necessary travel arrangements for members of the department.
*Provides clear photocopies in a timely manner.
*Coordinate all food purchases requested by the OMER Director.
*Coordinates schedules to arrange meetings and other events, notifies all participants in a timely manner and follows-up to verify attendance.
*Coordinates all necessary arrangements to ensure the seamless progress of the event.
*Ensures any required materials are prepared on time and as requested.
PERFORMS OTHER POSITION APPROPRIATE DUTIES AS REQUIRED IN A COMPETENT, PROFESSIONAL AND COURTEOUS MANNER.
KNOWLEDGE, SKILLS AND ABILITY
*A high school diploma or equivalent (G.E.D.), may include specialized or vocational courses. A Bachelor's degree (e.g., BA, BS, BSN, BSW) preferred..
*One year business training and/or college courses required.
*Two to three years experience required. Two years Sr. Management secretarial experience preferred.
*Excellent computer and organizational skills required.
*Knowledge of legal publications and ability to maintain accurate and current legal documents and tracking systems preferred (Legal Dept Only)
Qualifications
Experience: 2+ Years
Degree: H. S. Graduate/GED Equivalent
Other Information
Department: CSHosp 4th Floor Nursing Unit
Standard Hours Per Week: 40
Grade: G09
Shift: Days

Scott & White - 13 months ago - save job - block
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