Administrative Asst III

Job Description:
Would you thrive in an environment where you learn and grow personally and professionally all while helping make a positive impact on people’s lives? Do you appreciate being around others like yourself who are dependable, trustworthy, hard workers who believe in the value of each other, teamwork, and inclusivity? HSCS is dedicated to building a diverse community atmosphere where employees feel valued, supported, and accepted while providing specialized care for Texans in need. If providing hope and healing through compassionate, innovative, and individualized care interest you, we welcome your application for the position below.

The Administrative Assistant III performs complex (journey-level) work serving as the administrative support for Nursing Services and reports to the Chief Nurse Executive (CNE). Position demonstrates the ability to assume responsibility without direct supervision; exercises initiative and judgment; and makes decisions within the scope of assigned authority. The Administrative Assistant III position is fast paced, multitasked, deadline oriented, and works with several managerial levels such as Nurse Administrators, Nurse Managers, the Nurse Educator, and Shift Coordinators. Performs responsible and complex administrative work, serves as intermediary in carrying out delegated administrative detailed duties, and as communication liaison for Nursing Administration. Prepares and disseminates staffing schedules for Nursing Services. Reviews staffing reports and coordinates unit coverage. Assembles, organizes, and tabulates statistics and data generating reports for the monitoring and evaluation of Nursing Services. Collects data and prepares report relating to budget such as overtime expenditures, cost of contract staffing, and longitudinal data for nursing expenditures. This position supports a busy and multitasking office with administrative level nurse staff who is conducting multifaceted monitoring of nursing performance throughout the hospital to ensure compliance with governmental entities, laws, and accreditations. Work requires familiarity with the laws and regulations controlling the employing agency, its functions, policies and procedures, and the making of decisions in the application of such laws and regulations. Prepares routine and special correspondence, reports, studies, forms, and documents. Coordinates nursing meetings by scheduling, preparing agenda, taking minutes, and distribution of information. Compiles reports analyzing departmental data, such as student data, educational leave, and other as assigned; uses complex spreadsheets and tables for CNE and hospital wide committees. Develops special administrative analyses and summaries of quality improvement activities and performs preliminary research, development and preparation of educational/promotional materials. Works under general supervision, with moderate latitude for the use of initiative and independent judgment.

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. 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 hospital policy and nursing department processes.

Serves as a communication liaison between Nursing Administration and contacts with other departments. Works with several managerial levels such as Nurse Administrators, Nurse Managers, the Nurse Educator, Shift Coordinators, direct reports of the CNE, unit staff, other hospital disciplines, other agencies and facilities, and the community. Screen and monitor 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 and directing visitors to appointments/locations.

Responsible for the preparation and distribution of the staffing schedule for Nursing Services direct care employees. The Nursing Services Staffing Coordinator is required to create monthly schedules for all of Nursing Services direct care staff, Licensed and Unlicensed. It requires the collection and coordination of all request for time off, approving/denying those requests based on required hospital staffing numbers. The coordinator is also responsible for daily updates to this schedule related to changes in employee status.

Reviews staffing reports and coordinates unit coverage when needed. Comparison of staffing projections with hospital schedule identifying discrepancies and upcoming potential staffing concerns. Communication of potential staffing shortages to unit administration and delegates.

Assembles, organizes, and tabulates statistics and data. Creates / maintains various tracking systems designed to monitor and evaluate the effectiveness of staffing along with additional key indicators for Nursing Services. This requires attention to detail and accuracy with the ability to identify concerning outliers. These tracking systems contain pertinent data including departmental vacancies, direct care staff reassigned out of patient care, number of staff on leave, utilization of overtime and its correlation to meeting staffing needs, number of patients requiring enhanced or higher level of observation, number of staff held per shift, among additional required reports. Completes budget reports, including overtime expenditures and costs of contract staffing for Nursing Services. These are continuously changing numbers requiring diligent tracking and monitoring.

Supports a busy and multitasking office with administrative level nurse staff who is conducting multifaceted monitoring of nursing performance throughout the hospital to ensure compliance with governmental entities, laws, and accreditations. Fields departmental correspondence and contacts which are received either by phone, mail, in person, or other or routing them appropriately. Required to maintain familiarity with the laws and regulations controlling the employing agency, its functions, policies and procedures, the Nursing Department, and the making of decisions in the application of such laws and regulations.

Prepares routine and special correspondence, reports, studies, forms and documents. Maintains data for quarterly Nursing Activity report and prepares reports within scheduled timeframes. 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.

Position coordinates meetings chaired by the CNE or as designated, i.e., nursing executive staff committee meetings, Nurse Staffing Committee meetings, Unit Scheduling Meetings; and is responsible for preparing agendas and taking, transcribing, and distribution of minutes of meetings as indicated. Position coordinates locations, calendars, announcements, and reminders of meetings.

Compiles and analyzes departmental data, makes calculations, manipulating complex spreadsheets and tables, and prepares reports for the CNE and hospital wide committees. Reports include fall data, school affiliations and student data, agency staffing information, educational leave tracking, among others.

Develops special administrative analyses and summaries of quality improvement activities. Performs preliminary research, development and preparation of educational/promotional materials designed to improve performance measure outcomes.

Performs other duties as assigned in order to ensure services are provided. 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. Duties, location of work and shift pattern are subject to change as determined by administration in order to meet department and hospital needs.
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 mental health programs
Types 40 wpm, preferred
Spelling score 85 or above, preferred

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