Administrative Assistant, Critical Care - Uofl Hospital, Days

Directly responsible for assisting Nursing Director and Clinical Managers with time and attendance and clerical duties. Assisting Nursing Manaent with maintaining confdentiality of all subjects read, heard or typed. Meticulous attention to detail and excellent verbal and written communication, organizational and interpersonal skills are required.

1.    Responsible for accurate entries in the hospital application regarding time, attendance and payroll:

·         Attendance, call-ins and corrections in collaboration with the nursing unit’s Nurse Manager.

·         Functions which tracks and alerts any exceptions, i.e., tardies, badge errors, etc.

·         Ensures bonus, charge or on-call is reported for the employee scheduled to receive it.

·         Handles validation issues (error messages that generate if a schedule rule is broken).

·         Demonstrates understanding of activity codes and pay codes and how they affect the balancing grid for staffing coverage.

·         Manage reports at least every 2 weeks or as needed by the Nurse Manager or Director.

·         Responsible for Editor sign-off of payroll prior to the cutoff time for the pay period.

2.    Clerical Support will include:

·         Compose routine correspondence and documents for signatures/approvals by others as requested and/or finalize correspondence and document drafts by others.

·         Responsible for general clerical support functions.

·         Create and modify basic and advanced computer graphics, presentations and spreadsheets.

·         Coordinate use of office and conference rooms by scheduling users and, if required, ordering A/V equipment and catering. Ensuring that all conference rooms are clean and ready.

·         As requested, schedule meetings, compile agendas and background materials, take minutes, and ensure that meeting assignments are complete on schedule.

·         Prepare expense report, reconciling charges with receipts, ensuring that they ensure with University of Louisville Compliancy policy.

·         Copying and distributing, filing, answering phones, sorting mail, faxing documents, as requested by Clinical Manager and or Director

3.    Assist with special projects as required, and perform other duties as assigned.

4.    Using time efficiently, grouping errands together by location and grouping like activities together.

5.    Assists with maintaining departmental unit specific policies/procedures and schedules of updates: formats and enters approved department policies on line.        

Additional Responsibilities:

• Demonstrates a commitment to service, organization values and professionalism through appropriate conduct and demeanor.

• Maintains confidentiality and protects sensitive data.

• Adheres to organizational and department specific safety standards and guidelines.

• Works collaboratively and supports efforts of team members.

• Demonstrates exceptional customer service and interacts effectively with physicians, patients, residents, visitors, staff and the broader health care community.

Education / Accreditation / Licensure (required & preferred):

High School diploma or GED. College degree preferred

Experience (required and preferred):

Preferred minimum three years of recent administrative experience. Computer skills, including Microsoft Word, Excel, and PowerPoint applications, clerical skills, and customer service skills required.