Provides general administrative and office support services for the senior Nursing Administration team and staff following the administrative directive of Supervisor of Operations Coordinator.
Job Specific Duties
Assists Leader(s) and staff with special projects, organizes meetings, and conferences and other special events. Performs research and analysis for related projects and specific issues.
Responsible for composing, typing, editing, and proofreading correspondence, reports, letters, memoranda, and/or other documents. Responsible for creating requested trackers and maintaining them on a routine basis.
Attends key meetings and prepares agendas, meeting minutes and other sensitive documents needed.
Prepares presentations and financial and non-financial reports as well as requests for the department Leader(s) and staff.
Facilitates the planning, organization, and activities of the department to ensure efficient and effective workflow coordination.
Provides clerical support in problem solving and planning as needed to ensure delivery of department's goals and objectives.
Handles the maintenance of department's employee records as needed.
Edits KRONOS transactions in a timely manner and within established guidelines as demonstrated with minimal edits by Payroll department.
Orders and maintains office supplies. Submits PO's and contracts for approval and follows up on completion or renewal. Verifies and submits invoices to be approved by the Leader(s).
Submits work orders for IT, EVS, and PlantOps as needed to maintain the department as issues come up.
Performs all other clerical duties such as copying, scanning, filing, faxing, and special projects as set forth by the department Leader(s) or staff.
Maintains files and records for the department Leader(s).
Prepares financial plans, budgets, and forecast reports for approval as needed. Assists department Leader(s) with monthly expenses and invoices.
Receives and screens visitors and telephone calls for the department. Provides clerical support, schedules & maintains calendars, coordinates travel arrangements, and handles daily public relations.
Answers inquiries concerning activities and operations for the department Leader(s).
Schedules and coordinates meetings for the department staff and follows-up.
Facilitates approvals from the department Leader(s) on reports and requests for travel, expense reimbursements, etc.
Meets regularly with the department Leader(s) to provide administrative support to ensure efficient operations.
Maintains filing system both electronic and physical, contact database, employee paperwork, and inventory for the department.
Orders and oversees office supply needs for the department along with any food arrangements that need to be made for meetings.
Oversees and achieves departmental goals while upholding best practices and processes.
Creates and maintains department resources for quick obtainability.
Minimum Job Requirements
2-4 years of experience in a front desk or administrative/clerical support role in corporate environment
Knowledge, Skills, and Abilities
Associate's degree or higher preferred.
Proficient in MS Office (Word, Excel, PowerPoint, and Outlook).
Able to adapt and react calmly under stressful conditions.
Able to set priorities, successfully handle multiple concurrent tasks, and meet deadlines.
Strong attention to details.
Strong problem solving skills.
Able to work in a team environment.
Ability to work independently and flexibly with minimal supervision.
Ability to represent department/function in a professional, courteous, and efficient manner.
Ability to communicate verbally and in writing.
Able to maintain confidentiality of sensitive information.
