Nursing Department Administrative Assistant

6 days ago

Austin, Texas, United States Texas Department of Aging & Disability Services Full time
Job Summary:

The Nursing Services Assistant provides administrative support to the Chief Nurse Executive and nursing administration staff, ensuring the achievement of the Nursing Department's strategic plan and objectives.

Key Responsibilities:
  • Oversee day-to-day office operations and manage clerical, administrative, and business functions.
  • Answer and screen telephone calls, arrange conference calls, coordinate the Chief Nurse Executive's schedule, meetings, and travel.
  • Order medical/nursing supplies/equipment and monitor units for adequate supplies/equipment.
  • Manage incoming mail and distribute correspondence.
  • Coordinate nurse's schedule in absence of staffing coordinator.
  • Perform diversified range of administrative support activities for Chief Nurse Executive and nursing administration/management staff.
  • Coordinate meetings, monitor budget contracts, executive calendar maintenance, and project assistance.
  • Prepare correspondence, memorandums, and monthly reports.
  • Attend meetings and prepare meeting notes.
  • Provide data entry and develop and format presentation materials.
  • Coordinate executive schedules and activities, evaluate executive priorities, and manage schedule conflicts.
  • Schedule conference and classroom rooms for meetings and activities.
  • Coordinate meetings and special events.
  • Coordinate nurse's schedule in absence of schedule coordinator.
  • Assist in handling annual and introductory performance evaluations and maintenance of department's training/education delinquency list.
  • Monitor inventory of office supplies, unit medical supplies/equipment, and order stock items on a regular basis and special orders as necessary.
  • Monitor and ensure office/medical supplies/equipment are repaired or purchased.
  • Assist nurse managers in ensuring medical supplies/equipment are available on units.
  • Work with vendors to handle equipment defects and warranty issues, maintain relationships, and vendor contact information.
Requirements:
  • Knowledge of office practices and administrative procedures.
  • Knowledge of business English, spelling, and grammar.
  • Knowledge of and competency in the use of medical equipment.
  • Knowledge of ICF/IDD rules and regulations, Medicare/Medicaid policies.
  • Knowledge of medical insurance and medical billing procedures.
  • Skilled in the use of standard office equipment.
  • Skilled in the use of electronic data and/or word processing equipment and software, to include Microsoft office products (Outlook, Word, Excel, and PowerPoint).
  • Skilled in written communications.
  • Skilled in proofreading, editing, and formatting.
  • Skilled in verbal communications.
  • Ability to multitask, take initiative, and work effectively within an interdisciplinary team.
  • Ability to organize/prioritize work and to complete basic duties with minimal supervision.
  • Ability to prioritize work and manage multiple deadlines.
  • Ability to motivate all levels of staff and facilitate change.
  • Ability to work independently and ability to work with all levels of staff.
  • Ability to work in the midst of interruptions.
  • Ability to use sound judgment in unusual/emergency situations/strong problem-solving skills.

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