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Unit Administrative Coordinator II
2 months ago
Are you prepared to embrace a professional challenge? Do you seek to join a vibrant team of dedicated and passionate professionals? If so, the Texas Department of Aging & Disability Services may be the ideal environment for you. This department oversees various facilities focused on providing exceptional care and support.
The department is recognized for its commitment to excellence in mental health and specialized care, ensuring that all facilities meet rigorous accreditation standards.
As an Administrative Support Specialist II, you will be stationed on unit E-2, with shifts available from 7 am to 4 pm or 8 am to 5 pm.
In this role, you will operate under the direct supervision of the Unit Nurse Manager, serving as the primary administrative support for the assigned unit.
Key Responsibilities:
Your tasks will include, but are not limited to:
- Managing medical record filing, responding to phone inquiries, and documenting messages.
- Preparing and sending aftercare packets, creating duty lists for movements, and processing billing for appointments.
- Conducting chart audits upon patient discharge or transfer, and organizing closed records for the Medical Records Department.
- Assisting with travel voucher preparation and ordering supplies for the unit.
In this position, you will work under moderate supervision, with the ability to make decisions regarding the prioritization of calls and whether to interrupt meetings.
It is essential to be familiar with the schedules, locations, and contact information of the unit's licensed professional staff.
Proficiency in using a headset is required, as mobility away from the desk and answering the main unit phone is necessary.
Additionally, you must be skilled in using computers, Microsoft Office (Excel and Word), and various automated office equipment. Training in PMAB/TIPS is also necessary, along with compliance with the Nursing services dress code.
Essential Job Functions:
- Regular attendance is required, with the possibility of working specific shifts, rotating schedules, extended hours, or overtime as needed.
- Maintaining databases related to various operational metrics, assisting with data entry for Infection Control, and preparing monthly reports for management.
- Processing, distributing, and filing correspondence for Nurse Coordinators, Nurse Administrators, and other nursing staff.
- Coordinating travel arrangements, preparing travel vouchers, and managing conference registrations for nursing personnel.
- Creating and populating databases using Microsoft products for report generation.
- Utilizing Microsoft Office for document preparation and report writing.
- Maintaining records as requested by supervisors.
- Using personal computers for data entry and inquiries.
- Participating in disaster response and recovery efforts as needed, which may involve alternate shift assignments.
Knowledge, Skills, and Abilities:
- Understanding of office practices and administrative procedures.
- Familiarity with data entry systems and software.
- Proficient in Microsoft Office applications, including Word, Excel, and Access.
- Knowledge of travel policies and procedures.
- Awareness of restraint and seclusion protocols.
- Ability to organize, coordinate, and prioritize tasks effectively.
- Capability to work independently and manage detailed work.
- Skill in multitasking and adapting to changing deadlines.
- Willingness to take on diverse responsibilities as needed.
