Admin. Asst. III

Job Description:
Admin. Asst. III-Nursing Services Staffing Coord.

Come work in an environment where we truly value and respect those we serve and believe in the mission that all people can achieve a higher level of wellness and independence.
The state supported living centers serve people with intellectual and developmental disabilities who are medically fragile or who have behavioral problems. The centers provide campus-based direct services and supports at 13 centers located throughout the state.

The state of Texas offers many benefits to employees. HHSC is a qualifying organization for the Federal Public Service Loan Forgiveness Program, which forgives the remaining balance on college student Direct Loans after making qualifying monthly payments. We also offer excellent health benefits, a lifetime monthly retirement annuityas well as (k) and Programs under the Employees Retirement System of Texas.

If you are looking for a place to work where you can establish a career that is filled with purpose, this is the job for you

The Administrative Assistant III (Nursing Services Staffing Coordinator) performs complex (journey-level) work serving as administrative support for nursing services. The Nursing Services Staffing Coordinator position is fast paced, multitasked, deadline oriented, and works with several managerial levels such as Nurse Administrators, Nurse Managers, the Nurse Educator, and RN Shift Supervisors. This position supports a busy and multitasking office with administrative level nursing staff who are conducting multifaceted monitoring of nursing performance throughout the SSLC to ensure compliance with federal laws and Intermediate Care Facility for individuals with intellectual disabilities (ICF-IID) and rules, regulations, policy and procedures related to State Supported Living Center. Prepares and disseminates staffing schedules for Nursing Services. Reviews staffing reports and coordinates unit coverage. Develops and uses complex spreadsheets and tables for CNE and nursing committees. Assembles, organizes, and tabulates statistics and data, generating reports for the monitoring and evaluation of nursing services. Collects data and prepares reports relating to budget such as overtime expenditures, cost of contract staffing, and longitudinal data for nursing expenditures. Answers and routes phone calls, prepares routine and special correspondence, reports, studies, forms, and documents. Coordinates nursing meetings by scheduling, preparing agenda, taking minutes, and distributing information. Performs other duties as assigned. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

Essential Job Functions:
Attends work on a regular basis and may be required to work a specific shift schedule or, at times, even a rotating schedule, extended shift and/or overtime in accordance with agency leave policy and performs other duties as assigned.

Serves as administrative support for nursing services and supports the mission and vision of the facility. Plans, directs, organizes, and monitors flow of work in Nursing Administration with minimal supervision using initiative and judgment within HHSC policy and nursing department processes.

Serves as a communication liaison between nursing administration and contacts with other departments. Works with several HHSC managerial levels such as Nurse Administrators, Nurse Managers, the Nurse Educator, RN Shift Supervisors, direct reports of the CNE, unit staff, other disciplines, other agencies and facilities, and the community. Screens and monitors phone calls, handling or routing of calls that do not require personal attention of the CNE; exercises judgment in referring calls to appropriate person or department as needed.

Prepares and distributes the staffing schedule for nursing services direct care employees. Creates monthly schedules for all of nursing services direct care staff, which includes the collection and coordination of all approved requests for time off. Makes daily updates to the schedule related to changes in employee status.

Reviews staffing reports and coordinates unit coverage when needed. Compares staffing projections with the schedule, identifying discrepancies and upcoming potential staffing concerns. Communicates potential staffing shortages to unit administration and delegates.

Prepares routine and special correspondence, reports, studies, forms, and documents. Assembles, organizes, and tabulates statistics and data, including departmental vacancies, number of staff on leave, utilization of overtime and its correlation to meeting staffing needs, number of staff held per shift, among additional required reports. Completes budget reports, including overtime expenditures and costs of contract staffing for nursing services. Responsible for collecting and/or preparing additional reports or manuals as directed. Revises and/or develops of departmental manuals, forms, documents, or studies as assigned.

Coordinates meetings chaired by the CNE or as designated. Prepares agendas and takes, transcribes and distributes of minutes of meetings as indicated. Coordinates locations, calendars, announcements, and reminders of meetings.

Performs other duties as assigned. Other duties as assigned include but are not limited to actively participating and/or serving in a supporting role to meet the agency’s obligations for disaster response and/or recovery or Continuity of Operations (COOP) activation. Such participation may require an alternate shift pattern assignment and/or location. Knowledge Skills Abilities:
Knowledge of office practices and administrative procedures
Knowledge of business English, spelling and grammar
Knowledge of state travel policy and procedure
Knowledge of record keeping and filing systems

Skills in the use of standard office equipment
Skills in the use of electronic data and/or word processing equipment and software, to include Microsoft office products (Outlook, Word, Excel, and PowerPoint)
Skills in written communications
Skills in proofreading, editing, and formatting
Skills in verbal communications

Ability to implement administrative procedures
Ability to interpret rules, regulations, policies, and procedures
Ability to train others
Ability to work independently and as a team member
Ability to manage multiple projects while meeting timelines
Ability to prepare correspondence, forms, and requisitions
Ability to implement administrative procedures and to evaluate their effectiveness
Ability to communicate efficiently and effectively using both written and verbal skills
Ability to interpret complex rules, regulations, policies, and procedures
Ability to understand the basic elements of SSLC nursing operations.

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