Administrative Assistant

Welcome! We’re excited you’re considering an opportunity with us! To apply to this position and be considered, click the Apply button located above this message and complete the application in full.  Below, you’ll find other important information about this position. 

Serves as personal/confidential administrative assistant to the Vice President of Nursing, and other administrative staff. Performs various administrative duties for the Patient Services Department and Management Team utilizing knowledge of computer, office systems and procedures, hospital policies, regulations and interdepartmental functions maintaining strict confidentiality in all manners. Serves as a receptionist for the Patient Services Administrative Suite. Is responsible for maintaining and the administration of the Net Learning education computer system. Assists in maintaining the nurse scheduling system.

MINIMUM QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. High School Diploma or Equivalent AND Three years of administrative/office experience OR

Associate’s Degree in Business Administration or other Related field

EXPERIENCE:

1. Two years of experience working face to face with the public

PREFERRED QUALIFICATIONS:

EDUCATION, CERTIFICATION, AND/OR LICENSURE:

1. Bachelor’s Degree in Business Administration or other Related field

EXPERIENCE:

1. Administrative/office experience in Hospital operations

CORE DUTIES AND RESPONSIBILITIES: The statements described here are intended to describe the general nature of work being performed by people assigned to this position.  They are not intended to be constructed as an exhaustive list of all responsibilities and duties.  Other duties may be assigned.

1. Serves as personal/confidential secretary to the Vice President of Nursing.  Maintains the Vice President’s appointment book and monthly calendar, answers the telephone for the Vice President’s office and keyboards correspondence received from the Vice President via various sources such as oral dictation, Dictaphone, written drafts, ect.

2. Types and maintains all memos, reports, time sheets, correspondence, meeting minutes, notices of meetings, records, and other materials from dictation or rough draft, copies and distributes as necessary.

3. Maintains files, correspondence, records, surveys, consultant reports, computer printout sheets, nursing daily report sheets and time sheets for required period of time.

4. Correlates, types, and maintains the Patient Services Policy/Procedure and Standards Manuals and Department Manuals as delegated by the Committee and approved by the Vice President.

5. Initiates work orders; orders office supplies.

6. Makes arrangements for Patient Services Associates to attend continuing education programs, workshops and seminars as per Policy/Procedure.

7. Acts as a support person for secretarial associates for assistance in completion of projects, assistance in word processing/computer and general secretarial matters.

8. Schedules  Patient Services Department meetings, make arrangements for meeting rooms and food, sends out meeting notices, prepares and distributes materials.

9. Serves as receptionist for the Patient Services Administrative Suite in a courteous manner, answers telephone, screens and routes calls appropriately, receives visitors, applicants and Associates and directs them according to their needs

10. Administers the hospital computer education system maintaining files, tables, procedures, etc.

11. Completes time cards as assigned.

12. Collects and verifies all licensure for Registered Nurses and Licensed Practical Nurses and reports all licensure to the State Board of Examiners as required by the State of West Virginia.

13. Maintains a current Notary Public commission and provides notary services for hospital business.

14. Receives and reacts appropriately to inquiries, comments/calls via the telephone or in person from various individuals wishing to communicate with the Vice President of Nursing, Clinical Coordinators, Education and Training Manager and/or Associates and other Associates in the Patient Services area.

15. Assists with orientation of new personnel.

16. Develops and maintains a good working rapport with interdepartmental associates, as well as other associates within the facility, to assure that the department services and activities can be properly maintained.

17. Schedules the hospital’s classrooms upon written request from hospital associates in a friendly, courteous manner while attempting to meet the wishes of the requesting party while matching room size, food