Administrative Support Specialist
2 days ago
The Administrative Assistant provides primary administrative and organizational support to the Chief Nursing Officer (CNO).
Responsibilities:- Maintains Nursing leadership's calendar, contact lists, appointments, gathers and prepares all necessary documentation and resources for scheduled appointments.
- Anticipates/coordinates scheduling and advance notices for committees and events and maintains project schedules. Assists CNO to maintain schedule daily. Prepares for any potential barriers in advance and notifies the CNO.
- Exercises discretion and independent judgment with respect to matters of significance.
- Conducts follow-up for all business meetings with minimal direction.
- Completes minutes for all meetings. Assists with filing and record keeping, as necessary.
- Exercises judgment in managing workload for CNO appointments.
- Prepares and/or reviews travel itineraries, arrangements for air, ground, and hotel accommodations.
- Completes associated expense reports, purchase authorizations, memos, and associated correspondence.
- Acts as a resource person regarding Hospital procedures and general information.
- Maintains effective working relationships with department managers, medical staff, Hospital staff and professionals in the community.
- Composes and prepares correspondence, responds to routine calls, correspondence and performs other administrative and clerical functions as assigned.
- Coordinate unit secretary meetings and assist ACNO in managing assignment/tasks of unit secretaries. Communicate changes in nursing documentation to hospital staff, including unit secretaries.
- Supervises unit secretaries while providing direction and support on all shifts. Assist in coordinating the work of the unit secretaries to achieve unit goals. Provides communication and leadership between unit secretaries on all units and acts as a resource person to ensure continuity in workflows, training and in-services related to hospital policies and procedures.
- Coordinates meetings and conference calls. Prepares agendas, takes minutes, maintains distribution lists and disseminates materials.
- Assists in developing material used in formal training or other company presentations.
- Proficient in planning and meeting deadlines in a timely manner.
- Conducts literature searches and reviews, as necessary. Electronically catalog articles for reference.
- Maintains and catalogue electronic materials on shared computer drives for easy access and distribution.
- Expedites check requisitions.
- Make arrangements for specific departmental functions - reserves room, orders food, etc.
- Works a schedule tailored to the needs and objectives of the CNO.
- Acts as scheduler to assist with staffing units when needed.
- Attends hospital mandatory training/in-services as required.
- Adheres to all hospital policies.
- Accepts additional assignments and responsibility as needed/required.
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